Summary

Cuso International is a Canadian development non-profit organisation that works to reduce poverty and inequality through the efforts of highly skilled volunteers, collaborative partnerships and compassionate donors.  Cuso International main areas of interventions are (i) harnessing the power of volunteerism to achieve the SDGs; (ii) advancing gender equality and the empowerment of women and girls; and (iii) improving access to and quality of economic opportunities for young people.

With a funding of Global Affairs of Canada, Cuso International has designed UGIRLS2 Project to promote access to higher education for high school girls and to address a number of barriers that impede adolescent girls’ education in Benishangul Gumuz Regional State, Ethiopia. The project will enhance academic, social and soft skills for adolescent girls, including those with disabilities, and strengthen the capacity of teachers and education institutions to deliver quality and gender-sensitive education. The initiative seeks to adopt a holistic and transformational approach to address barriers to girls’ higher educations, including through community engagement. Cuso International will implement this project in partnership with Institute of International Education (IIE) in selected high schools of BSG Regional State. 

The post holder will have the key role in providing a range of operational, administrative and coordination supports for the effective implementation of UGIRLS2 project and other CPO programs. This will include managing all logistic and operational supplies of the projects as well as ensuring effective coordination support to the program and volunteer professionals. The post holder will also work with the CPO team, partners, other field and HQ based staff to actively contribute to the strategic development of our operational and administrative functions, effective documentation and utilisation of program resources.

KEY RESPONSIBILITIES:

Volunteer Administration and Support

• Arrange accommodation and transport for volunteers, partners and Cuso International employees visiting the country office on official business, as required;
• Ensure standards are maintained, due diligence processes carried out with regards to suitable and safe accommodation for international volunteers and office space;
• Provide pastoral support to international volunteers in terms of their health, welfare and personal situations as and when required and involve relevant staff to take appropriate action;
• Provide agreed financial and logistical support to international volunteers in terms of household furniture / utensils purchase, supplies and in-country transportation / flight;

• Serve as the focal point for volunteers and partners for all administrative and logistical queries and issues;
• Manage and follow up volunteers’ accommodation contracts and responsible for preparing, managing, and updating all fixed assets provided in volunteer accommodations;
• Liaise between volunteers and landlords to resolve any accommodation related maintenances / problems;
• When required, manage the process of online visa request and resident permits for international volunteers, as well as when there is a need for HQ staff / international partners;
• In collaboration with other staff, take appropriate action to ensure volunteers’ safety at all time and especially in times of civil unrest and/or natural disaster;

Program Coordination and Administration Support

• Prepare and maintain individual project beneficiaries and program partners database to account all in-kind and in-cash grant supports on a regular basis;
• Prepare accurate databased for in-kind requests, set specifications of requests, purchase requests, and distribution of suppliers for partners and project beneficiaries;
• Oversee schedules of in-kind and cash distribution for project target beneficiaries and carryout deliveries as per the signed contribution agreement with GAC;
• Prepare a monthly report on performance of acquiring and distribution of supplies to direct project beneficiaries and partner organisations;
• Provide support to Project Mangers in organising meetings, partnership workshops, or volunteer’s placement assessments and crosscheck the relevant Cuso International standard documents are organised to be used in the organised events;
• Provide logistic assistance in running workshops / trainings and conduct payment for participants when appropriate;
• Based on the request made by program staff, responsible for establishing and managing budgets for procurement and logistics support
• Supervision and performance managing of suppliers or services providers contracted to support the Cuso Office and projects;
• Prepare and manage vendors list, procurement policies and organize and deliver receipts and any supporting documents to the finance team on a timely basis;
• Provide all project supplies according to approved requisitions and submit transaction documents on time;
• Manage procurement for the office including tender announcement, quotation collection, and when selection processes is completed, manage purchase and delivery;
• Manage the CPO store and do regular stock inventory and timely distribution of assets as planned
• Maintain accurate office transportation records, ensuring vehicles are regularly serviced, have appropriate insurance and other legal documentation requirements, and that they are used in line with established procedures;
• When required, manage the process of online visa request and resident permits for international volunteers, as well as when there is a need for HQ staff / international partners

Other Duties:

• undertake specific additional responsibilities from time-to-time, as may be agreed upon with your line-manager;
• Provide cover to other staff as needed.
• Attend meetings and contribute to relevant discussions of program development;
• Reports to Delegated program Manager

POSITION QUALIFICATIONS:

Essential

• Degree in Procurement and Supplies Management, Business Administration, or a related field 

• Minimum of five years of work experience in the area of procurement and supplies management and/or project operation management;
• Proficiency with Office Suite (Windows, Word, Power Point, Outlook) database and internet;
• Excellent in creating and managing appropriate Management Information System of supplies and distribution of assets;
• Basic financial and budgeting skills
• Efficient communication skills (verbal and written)
• Experience providing excellent customer service;xcellent time management, planning and priority setting skills, and demonstrated initiative;
• Effective, constructive and creative problem-solving abilities;
• Professionalism, diplomacy and ability to exercise discretion and maintain confidentially;
• Flexibility to adapt to new situations with a positive and professional attitude towards working within the organization’s standards;
• Ability to deal effectively and professionally with people from a variety of cultural and national backgrounds;
• Commitment to teamwork;
• ttitudes and behaviours that demonstrate respect for diversity, gender and equality;
• Demonstrated commitment to volunteerism;

Circumstances

• Ability to spend time away from base visiting volunteers, and work with partners and project beneficiaries;
• Ability and willingness to work long / irregular hours when appropriate during project implementation

Desirable

• Working experiences in general education sector, especially supporting girls’ education and community mobilization,
• Interest and/or knowledge of International development issues (Gender, Climate change)
• Experience of dealing with national and local government departments
• Experience of working in a non-governmental or not-for-profit organisation.
• Knowledge of the national supplies and procurement management standards and ethical requirements;
• English and Amharic Languages are required

If you are interested to be part of our dynamic team, exciting work environment, please forward your: CV (not more than 3 page) and cover letter (not more than one page) directly to cuso@ethiojobs.net 

Please note that only shortlisted candidates will be contacted.