SPIR II Program Support Coordinator

Number of Position: One

Duty station;   SSPIR II Consortium Office

Strengthen PSNP Institutions and Resilience II (SPIR II) is an anticipated 5-year USAID/BHA funded Resilience Food Security Activity (RFSA) led by World Vision and including consortium partners CARE, ORDA and IFPRI. World Vision and its partners will create a strong, shock responsive ecosystem of public, private, and community level actors to support PSNP households to graduate from poverty and sustain income and food security gains in 17 targeted woredas in Amhara and Oromia regions. Building from key formative and research studies during an initial refinement period, SPIR II will use continuous learning to drive program level reflection, analysis, and adaptation.

Purpose of the position:

The SPIR II Program Support Coordinator manages all administration functions of the SPIR II consortium office, providing high level guidance and management support to field offices as well. S/he provides administrative leadership to both support and program teams to ensure efficient use of resources; tracking assets, maintenance of equipment and facilities in line with donor guidelines and World Vision policy. The position holder will supervise drivers/mechanics; oversees fleet management to ensure effective use of organization’s vehicles.

Major Responsibilities:

Office management

• Support new SPIR II office set-up processes and coordinate with the procurement and admin teams to facilitate an efficient transition into a new consortium-level office in Addis Ababa.
• Serve as the key point of contact between the SPIR II Consortium office and the building manager, ensuring building/office issues are promptly and efficiently dealt with (electricity, water, maintenance, etc.).
• In collaboration with the SPIR II People and Culture Coordinator, plan and organize SPIR II office-level events to facilitate exchange between teams and departments and overall SPIR II Consortium and Regional office team building and camaraderie.

People Management

• Leads timely recruitment of drivers/mechanics, handles performance management of direct reports and ensures positive and collaborative working relationships in line with WVE’s Code of Conduct in collaboration with People and Culture Division
• Identifies staff capacity gaps and facilitates capacity building plan particularly for drivers/mechanics to give updates on road safety and traffic police guidelines
• Establishes regular team meeting to accept and consider inputs, complaints and  feedbacks to  provide improved  support service

Training, Capacity Building and Performance Management

• Establishes staff and partner induction and ongoing training processes for gender and youth in SPIR II Zone/Woredas
• Orient technical teams on GSD-PIM provisions through face to face training or mini-briefers
• Identifies  capacity building needs SPIR II and government partner staffs and  provide training according to their priorities
• Leads the development and facilitation of trainings on staff development initiatives for gender, including the staff transformation process under SAA
• Participates in the selection of and support to external, temporary technical assistance (consultants) to engage on gender and youth issues, as required

Fleet Management

• Ensure  transportation, maintenance and other services are provided  timely basis
• Supervise and controls all activities related to transportation and insurance of vehicles
• Develop and manage a staff travel planning and coordination system that efficiently uses SPIR II resources to best serve management priorities and team needs.
• Regularly checks and ensures all vehicles are in good condition
• Monitors and authorizes  requisition for fuel, oil, lubricants and other necessary supplies required to facilitate and carry out transport operation
• Submit monthly fleet and material reports to the Operations Director

Coordination and Logistics Support

• Closely work with WVE Safety and Security persons and  regular update of safety and security situation for drivers and travelers
• Coordinates and integrates SPIR II staff travel requests to enhance cost effectiveness and efficiency
• Works with Zonal managers, Woreda Coordinators, Supply Chain Coordinator and Food Assistance Manager to facilitate office and or warehouse contractual arrangement ensuring SPIR operations comply with legal procedures
• Provide technical guidance to Woreda teams and SPIR Implementing Partners (CARE and ORDA) on vehicle management, maintenance, insurance and disposal procedures
• Ensures annual inventories are made and documented as per the existing WVE procedures
• Coordinates with WVE fleet and Support Service Division to ensure vehicles and other resources are managed in accordance with WVE policies and fleet management manual

Qualifications:  Education/Knowledge/Technical Skills and Experience

Required Professional Experience:

• 4-6 years’ experience in similar roles

• Experience in International NGOs

Qualification required:

• BA Degree in Business Administration, Management and related

Preferred Knowledge and Qualifications:

• Proven experience in Microsoft Office (Word, Excel, PowerPoint, Outlook, etc.)
• Good verbal and written communication skills in English
• Knowledge of road safety and traffic regulations is useful
• Experience working in program support, procurement and supply chain management  is an asset
• Ability to effectively work in a team

Working Environment / Conditions:

• Office based with travel to the field
• Travel: 25% Field