Operations Officer -Sekota

About CVT:

CVT is an international nonprofit dedicated to providing trauma healing services to survivors of war and other violations. CVT works toward a future in which these violations cease to exist and victims have hope for a new life. We are headquartered in Minnesota, USA with offices in Africa and the Middle East. We work locally, nationally and internationally through programs that provide trauma rehabilitation, conduct technical assistance and capacity building to human rights activists, civil society organizations, and local service providers around the world who can prevent and treat gross human rights abuses, and advocate for human rights and an end to gross human rights violations.

Job Summary:

The Operations Officer (OO) based in Sekota will report to the Zonal Manager (ZM) for Amhara in Debark. OO will play a key role in ensuring smooth operation of the CVT Ethiopia’s field program in Sekota, providing administrative, human resources, financial, and logistical support while maintaining close communications and collaboration with Sekota-based Psychotherapist/Trainer, Debark-based CVT Ethiopia management team, and Addis Ababa-based management team.

Main Responsibilities

Logistics (40%)

• Identify issues and materials in need of repair and maintenance, and notify Debark or Addis Logistics Officer of these needs, depending on the availability of materials/services needed in these locations.
• Supervise the work of service providers so as to ensure quality of work to supply and to maintain CVT premises and equipment in good order.
• Procure locally available materials and services, ensuring compliance with procurement guidelines and requirements.
• Supervise driver/s and assist in transportation of materials and service providers, distribution of procured items, and other routine activities.
• Maintain store for supplies, receive materials delivered, and issue them to appropriate staff when requested/authorized while documenting all transactions.
• Make travel arrangements for Sekota team members as well as any visitors.
• Maintain proper records of the inventory management system and report stock levels before reaching the minimum balance.
• Maintain library of various CVT policies and forms for staff use
• Facilitate a safety box or file cabinet for M&E documents and ensure their protection in collaboration with the M&E officer and Expat/psychotherapist trainer.

Finance: (30%)

• Ensure compliance with Ethiopian, donor, and CVT requirements on financial spending and documentation.
• Maintain Petty Cash account, and disburse necessary cash for expenses upon verification that necessary authorizations are obtained.
• Keep track of spending and budget, and work with relevant parties to ensure that the program does not run out of cash.
• Ensure all necessary documentations are gathered for expenses made through Sekota Petty Cash, and submit them timely to the head office.
• Perform cash counts.
• Verify periodically the market price for various supplies.
• Assist with financial reporting. Track and share financial documentation to relevant CVT authorities.

Participate in monthly financial projections with relevant authorities.

Human Resources: (20%)

• Keep abreast of and inform the staff/management about local labor laws, including policies concerning incentive workers/volunteers.
• Receive and manage grievances of staff.
• Ensure implementation of CVT policies, including working hours and appropriate workplace behavior.
• Implement disciplinary measures, in consultation with direct supervisors and senior management.
• Distribute, verify, and collect timesheets for all staff.
• Assist in recruitment processes, including posting advertisements, drafting job descriptions and contracts, organizing and participating in interviews, and providing orientation for new hires.
• Maintain personnel file and keep track of employment contracts for Sekota-based staff.
• Plan and keep track of staff leave and other absences.

Administration: (10%)

• Convene and chair office meetings, and ensure clear internal communications via meetings, development and distribution of meeting minutes, and posting memos.
• Represent CVT to the Woreda- and Zonal-level government authorities and other stakeholders, while liaising with ZM for Amhara for Regional-level representation.
• Receive official visitors and represent CVT in external administrative meetings as appropriate, in consultation with the Psychotherapist/Trainer.
• Manage official correspondences and maintain consistent communication and feedback.
• Maintain organized and secure filing system for organizational documents and agreements.
• Provide administrative supervision for the Sekota team as required.
• Ensure timely generation and submission of reports to relevant CVT authorities.

Security:(10%)

• Consult with the Risk and Safety Specialist in Debark on decisions regarding security related issues, and implement these decisions.
• Monitor the political, economic, environmental, and social context of the area of operation and report any incidents or security concerns/alerts/development to the Risk and Security Specialist, as needed.
• Maintain accurate and up-to-date list of staff’s contact information.
• Maintain copy of both national and organizational ID of staff, list relocatable and non-relocatable staff
• Make sure that the hibernation kit is always in place and is not expired.

 Other Duties: (10%)

• Participate in other program and organization-wide activities, meetings and trainings.
• Perform other duties as assigned.

Duty Station:  Sekota and surrounding areas, Amhara, Ethiopia. Travel to additional CVT field centers as necessary.

Supervisor: Zonal Manager

Supervisory Responsibilities:  Drivers, cleaners

Terms of Employment: The contract is effective from November 1, 2023 through July 31, 2024 (60 business days of probationary period) with a possibility of continuation depending on funding availability and performance.

Required Qualifications: 

• BA in Supplies and Procurement Management, Marketing, Management, Accounting, Finance, Business Administration, or related field
• At least 5 years’ experience working in a similar setting for INGOs
• Experience or competencies in managing and supervising staff

Competencies (Knowledge, Skills and Abilities)

Required:

• Computer literacy in Microsoft Office (Word, Excel, PowerPoint and Outlook).
• Excellent Oral and written communication skills in English and Amharic.
• Understanding of and experience implementing culturally appropriate mental health interventions, including individual, group and community-based approaches for people who have suffered torture and war trauma.
• Demonstrated flexibility and adaptability to work in challenging areas, changing conditions, procedures and/or policies, client needs, program needs, and required tasks.
• Ability to work independently and as a team member.
• Excellent interpersonal, written and verbal communication skills and demonstrated ability to communicate effectively with individuals at all levels.
• Strong leadership, analytical, problem solving, and organizational skills including effective time management and work load organization.
• Commitment to the ethical and sensitive implementation of project activities, including a commitment to confidentiality, diversity, equity, and inclusion, quality service provision, and the prevention of sexual exploitation, abuse, and harassment (including online).
• Ability to consistently promote and represent a humanitarian and human rights understanding of their work internally and externally, including promoting acceptance of differences and non-discrimination.
• Commitment to and role modeling of human rights approach including: maintaining respect regarding any sensitive issues such as religion, minority or political affiliation and treating colleagues equally regardless of differences. Strong commitment to serve beneficiaries of CVT’s project regardless their religion, gender, disability, minority affiliation or political background.
• Demonstrated commitment to the organization’s interdisciplinary approach in trauma rehabilitation service delivery.

Preferred:

• Skilled at carrying out needs assessment and program evaluations.
• Experience working as part of an interdisciplinary team.
• Ability to communicate in Tigrigna, Nuer, Agnuak, Agonya, or other languages spoken in CVT operation areas.