OPERATIONS OFFICER -Filtu, Ethiopia

Job Summary

The Operations officer is directly responsible for the overall effectiveness and efficiency of operations at the project office. S/he will provide supervision for staff responsible for the administration of the office and provision of financial, procurement, and human resource support services. S/he will be responsible for identifying where operational challenges exist and accountable for communication and follow-up with the Project Manager/Head of operations to agree on solutions and receive required guidance. S/he is also expected to ensure that projects receive the required operational support for quality and timely implementation.

RESPONSIBILITIES AND TASKS: 

Job Responsibility #1:  Operational support (30%)

• Lead the Operations functions in the project offices (finance, procurement, human resources) by organizing the operations team.
• Foster links between project and operations ensuring seamless coordination and support for project implementation.
• Facilitate process improvements for the project office operations to ensure efficiency and effectiveness. Responsible for operations team performance and capacity building of the Operations team at the Project offices
• Ensure human and material resources are effectively and efficiently obtained and made available for the sound execution of The Project office projects.
• Work closely with project and operations teams in the project office.

Job Responsibility #2:  Financial and Administrative support (30%)

• Work closely with the field office finance officer to ensure the satellite office support function is well-addressed
• Ensure that the CARE Ethiopia personnel, administration, and procurement manuals are properly understood and implemented.
• Monitor that CARE Ethiopia assets, including all vehicles, equipment, and materials, are properly and efficiently managed, utilized, and safeguarded.
• Keeps proper file for the Filtu Field Office Office, staff and ensures that all necessary information of each staff is kept in the file.
• Ensures that all newly hired employees of the Filtu Field Office Office, have gone through formal orientation both about the organization and on the job.
• Consult with the Project Manager/Head of Operations regarding all unclear issues related to Staff development policies, procedures, or systems as required.
• Directs and controls the workflow regarding maintenance and proper utilization of vehicle use at the Project office.
• Monitors and ensures that there is a regular preventive maintenance plan for each vehicle.
• Receives approved Purchase Requisitions (PR) for procurement of goods and services (booking and air ticket purchase, consultancy, vehicle and office equipment maintenance);
• Collect Proforma Invoices and present them to the supervisor for further processing or approval;
• Inquires immediately for more specifications from requesting units if the PR is not clearly specified and completed;
• Handles Field Office purchases when required;
• Prepares detailed bid analysis based on Proforma Invoices and prepares Purchase Orders in the name of selected supplier using accounting software;
• Ensures that purchases are made in the best interests of CARE;
• Deliver PO for collection of goods;
• Collects purchased items from vendors and submits to the storekeeper against the official Goods Receiving Note (GRN) of the organization;
• Ensures timely preparation of cheques or CPO in order to avoid unnecessary delays in executing purchasing activity.
• Files all procurement documents in an orderly manner for control and reference purposes;
• Prepares weekly procurement status report and submits to the supervisor;
• Regularly updates the supervisor of all partial collections of the procured goods;
• Inform the supervisor about prices and qualities of goods if purchases are not of a routine nature.

Job Responsibility #3:  Staff management (20%)

• Support the operations team in the Project office to effectively undertake their roles and responsibilities and lead the establishment and functioning of a strong, effective, and coordinated team.
• Complete all CARE performance management activities including performance planning, monitoring, and semiannual and annual performance appraisals.
• Collaborate with the FO Human Resources team to take appropriate personnel actions to address problems.
• Facilitate conflict resolution mechanisms and ensure that grievance and whistle-blowing mechanisms are functional and fairly administered as per CARE policy.
• Supervises, leads guides, and supports the driver Mechanic, security guards, and office attendant.
• Completes all performance management activities including performance planning, monitoring, and annual performance appraisals for staff in the Project offices

Job Responsibility #4:  Office Management: 15 % of Time

• Liaise with local authorities and ensure the security of the FO.
• Ensure the availability and proper utilization of all organization’s facilities.
• Ensure a professional working atmosphere around the office.
• Ensure all computers and accessories are in good order.
• Provide timely reports regarding the administration activities.

Job Responsibility #5:       Others (5%)

• Follow up on legal matters of the Project office.
• Perform any other relevant duties as required by the field office Project manager/head of the operation.

GENDER EQUALITY

• Understanding and demonstrated commitment to the importance of gender, youth and social inclusion issues.
• Demonstrated commitment to principles of Gender Equity, Diversity, Inclusion and PSEAH (safeguarding), as evidenced in previous positions / programming

EDUCATION/TRAINING

Required:

• 3 years of relevant experience with the first degree and 2 years of relevant experience plus a post-graduate degree in Management, Business Administration, Accounting, or an equivalent combination of education and work experience.