External Vacancy Announcement
FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in Health, Education, Nutrition, Environment, Economic Development, Civil Society, Gender, Youth, Research and Technology– creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories. FHI 360 Ethiopia is seeking qualified candidate for Administrations & Operations Manager position for the country office platform to be based in Addis Ababa.
TITLE: | Administration and Operations Manager |
PROJECT OFFICE: | FHI 360- Ethiopia |
REPORTS TO: | Finance and Operations Director |
Job Summary:
Working with and reporting to the Finance and Operations Director, the Administrations & Operations Manager will be in charge of the following: plan, organize, coordinate and control the logistics of goods or services to meet the requirements of work units or centers; maintain good inventory and stock management system; develop procurement and logistics systems, policies and procedures to support the business needs of the organization. Provide appropriate general services; ensure availability of efficient and effective transport and fleet management system; ensure maintenance of clean, safe and attractive working environment in FHI 360 offices; Monitor the legality of vehicles, buildings and other properties of the organizations under his/her supervision and properly follow-up their proper use
Specific Responsibilities
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1) Strategy Development and Planning
Objective: Assists in strategic development and national expansion in line with the values of sustainability and addressing multiple aspects of People’s lives.
· Assist in the development of FHI 360’s Administrative Systems Strategy Development to contribute to FHI 360’s program sustainability and improving lives in lasting ways by advancing integrated, locally driven solutions for human development.
· Distribute relevant policies and guidelines in a timely manner as and when necessary
· Provide appropriate technical support and participate in target settings and in designing business plans to facilitate the logistic planning process.
· Assist the Finance and Operations Director in staff development, orientation and training in office procedures for new staff.
· Assist in monthly and quarterly performance reviews
2) Administration and Office support
Objective: To plan, organize, coordinate and improve smooth logistical operation of the country office; ensuring that there is adequate office equipment, supplies and utilities, office space is well maintained, secured, repaired and clean, vehicles are maintained, serviced and in good running condition. Further, to improve the office ICT system to facilitate communication and dissemination of country office information to stakeholders.
The specific roles include:
3) Program support
Objective: To provide guidance and oversee execution of smooth operational work processes and procedures so that program staff can implement their activities and responsibilities effectively.
· Review country office operational processes including travel authorizations, procurement, inventory, transport, IT, etc and work with Finance and Operations Director and HR to address any weaknesses identified
· Implement a system for ensuring program staff are fully aware of and supported for implementation of policies and procedures that affect or may affect their work
· Ensure communication and cooperation between the regional/field offices and the wider country office around program support issues
· Maintain regular contact and promote collaboration across the various CO units as well as maintain close relations with the appropriate regional and field office units in order to facilitate the process of obtaining program support assistance.
· Conduct regular visits to various organization units, centers, and field offices to review systems and capacities, conduct needs assessments, establish compliance shortcomings and then offer assistance in helping rectify areas which have been identified for improvement. S/he will also identify areas of common concerns across the various units and identify systematic solutions to those concerns.
· Maintain and track follow up of various organization and program key events, workshops and conferences, training s etc. and provide logistical support to workshops, meeting and visiting delegation, as and when designated by the event co-coordinators.
4) Procurement and Inventory Management, Oversight and Support
Objective: To strengthen management and accountability, control risks and ensure that operational areas function at levels in line with agreed upon standards including procurement, inventory management, fleet management, Warehouse, Donation and Fixed Asset Management in the organization
· Enforce FHI360’s procurement, inventory management, fleet management, Warehouse, Donation and Fixed Asset Management systems in line with acceptable organizational policies and procedures and in compliance with applicable donor rules and regulations
· Ensure effective integration of all finance, ICT and administration support services as well as effective communication and collaboration between program and support staff
· Oversee the work of procurement, inventory management, fleet management, Warehouse, Donation and Fixed Asset Management, and ensure that all rules, procedures and responsibilities are being correctly implemented.
· Supervise and support direct reports using performance management system to ensure appropriate performance, and ensure they are doing the same with their direct reports
· Take leadership in the development, monitoring and utilization of the organization-wide procurement plans
· Develop and maintain cost effective, streamlined procedures and systems to achieve more efficient provision of goods and services
· Ensure an efficient inventory and store tracking and management system that monitors and maintains adequate stock levels
· Provide input at management level to identify/resolve issues/concerns to reduce organization risks
· Undertake tendering, evaluation, placement and monitoring of a portfolio of Country Office and Field Offices procurement
5) Team Leadership
Objective: Strategic oriented, motivated, productive and appropriately managed team
· Identifies training needs and organize training programmes in the area of supply management, office management, warehousing, and fleet management for FHI 360 staff in consultation with the Human Resources Manager and Finance and Operations Director.
· Supervise the Procurement Officer, Logistics Management Officer, Receptionist/ Administrative Assistant directly and matrix manages the Drivers, office assistants, regional drivers, store person.
· Perform other duties assigned by the supervisor.
QUALIFICATIONS AND COMPETENCY REQUIREMENTS
1 Required Qualification:
· Master’s Degree in a field related to Business Management/Supplies Management/Public Administration
2 Experiences
· Minimum 7 years’ experience in Administration (Operations & Logistics) and Management preferable in a busy international NGO setting.
· Experience with international donor funded programs, and
· Experience in managing compliance with international organizations and donor regulations
3. Skills required, Attitudes and Attributes
· Strong computer skills
· Ability to lead a large group of committed individuals and support them in coordinated and cohesive team
· Strategic oriented
· Ability to communicate effectively in English in a variety of settings such as staff meetings and training workshops
· Knowledge of government, FHI360 standard procurement regulations
· Awareness of donor funding interests and donors’ rules and regulations
· Commitment to FHI 360 and FHI 360 Country Office Finance and Administration principals
· Excellent communication and interpersonal skills
· Ability to withstand pressure
· Ability to make logical and timely decisions