Operations Support Officer | Debark

• Employment Type: Definite period (until April 2027)

About the Role – Purpose:

• The purpose of the position is to support in the management of HR, administration (facilities), and logistics activities in line with professional principles and concern Worldwide’s rules and regulations.
• Understand and adhere to the rules and regulations of (Transport, procurement and warehouses policy) as per internal policies and procedures.
• Ensure vehicles are serviced periodically as per Concern transport policy.
• Ensure that all vehicle maintenance expenditure is accurate and in accordance with financial policy.
• Collect daily and weekly transport plans from all teams and organize the transport in a cost efficient way
• Monitor office and rented vehicles daily movements and ensure that resources are effectively used for concern interest only
• Collect monthly log sheets for office and rented vehicles and evaluate each vehicles fuel consumption
• Produce monthly transport report with all formations like: maintenance cost, fuel consumptions, availability, utilization, accident/incident and needed satisfaction
• In case of accidents follow up necessary procedures (insurance company, traffic police, lawyer, reporting, visiting scene, etc
• Make sure all the procurements process are as per Concern and Donor procurements guidelines.
• Make sure all purchase files are maintained as per policy.
• Update regularly the SR tracker and share with Addis procurement on a monthly basis.
• Maintain correct stock records and make sure all relevant information are shown on the stock and bin cards as per Concern the warehouse and commodity management manual.
• Produce monthly consolidated stock reports and carry out routine stock counts.
• Ensure fixed assets in your location are updated and tagged as per Concern guidelines.
• Make sure all agreements; vehicles maintenance, spare part and office rent are timely managed.
• Maintain and update personnel files of all staff in your Woreda, including all documentation as required in line with concern HR manual. Manage and record staff annual leave roster and ensure all annual leave is used within the current year.
• Manage and address all staff issues following the concern HR manual
• Prepare timesheets on monthly basest
• Provide the necessary materials and equipment to the project staff for their day-to-day activities
• Monitor and follow -up on the performances(PDR) off all staff working in the Woreda
• Maintain high standard of health and safety within the working environment
• Maintain good working relationships in the workplace
• Prepare and submit monthly HR reports
• Perform other duties assigned by the line manager for the accomplishment of program objectives.

Specific Duties & Responsibilities:

• Logistics Responsibilities
• HR and admin responsibilities

Additional Duties

Gender Equity

• Ensure that all HR policies and procedures relating to Concern Ethiopia’s gender equality strategy are implemented
• Ensure that all gender sensitive policies and procedures are fully adhered to during recruitment processes
• Contribute to promoting a gender sensitive working environment within Concern Ethiopia

Emergency response

Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopia Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Safeguarding

• Post holder must be able to seek appropriate advice, report concerns, and be confident to ensure that they have been understood.
• Work and practice in a manner that seeks to reduce the risk of abuse, harm or neglect.

Accountability

Core Humanitarian Standard (CHS):

• As relevant within this role, actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E).
• Contribute to ensuring that the Feedback, Complaints & Response Mechanism (FCRM) is functional and accessible, that feedback and complaints are welcomed and addressed – with relevant staff whenever appropriate.
• Contribute to the effective dissemination of information about the FCRM, safeguarding and expected staff behaviour among programme participants and communities (when this is feasible and relevant).

Person specification:

Essential knowledge, skills and experience

• BA degree or college diploma in accounting, management and related field of studies with related to the role.
• Strong oral and written English
• Computer skills.
• 2-3 years relevant experience
• NGO experience is a plus.

Skills Required

• Basic managerial skills.
• Technical and report writing skills
• Computer literate.
• Fluent spoken and written English.
• Good communication and interpersonal skill

Competencies

Candidates are expected to demonstrate abilities in the following priority competency areas (highlight 3-4 competencies in bold as appropriate):

We encourage all eligible candidates, irrespective of gender, ethnicity or origin, disability, political beliefs, religious beliefs, sexual orientation, or socio-economic status to apply to become a part of the organization. Concern is against all forms of discrimination and unequal power relations and is committed to promoting equality.

If this role sounds right for you, please apply with your CV and cover letter. Please be aware we may offer positions before the closing date. Concern reserves the right to interview and select the chosen candidate before closing date for receipt of applications, so early application is strongly recommended.

Important information:

Concern has an organizational Code of Conduct with three Associated Policies: The Programme Participant Protection Policy, the Child Safeguarding Policy, and the Anti-Trafficking in Persons Policy accessible here. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organizations, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organization to strive for, and maintain, the highest standards in their work, in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment.

By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with adults and children are recruited by us for such roles. Consequently, working or volunteering with Concern may be subject to a range of vetting checks, including criminal background checking.

During this job application, you will provide Concern with your personal data. Concern takes its responsibilities towards this personal data very seriously and is committed to complying with all relevant data protection legislation.

What we offer

• A competitive salary and benefit package
• Excellent medical benefits (100% cover including dependents)
• 20 days annual leave
• 26 weeks (paid) maternity leave, 18weeks (unpaid) parental leave.