JOB TITLE: Operations Officer

GRADE/BAND: I

SUPERVISOR TITLE: Director of Finance and Operations

TIME TYPE: Full-time

MAIN PURPOSE OF THE JOB

Under the supervision of the Director of Finance and Operations, the Operations Officer is responsible for the overall coordination, oversight, and day-to-day supervision of procurement, logistics, operations, and fleet and property management of MSH Ethiopia projects. S/he ensures that project procurements are implemented as per MSH’s mission, values, policies and standard operating procedures, and local laws and donor regulations to safeguard MSH’s reputation – financial and contractual integrity. S/he will ensure that the country operations team provides a full range of operations support for projects related activities. S/he will also handle the fleet management of the MSH Ethiopia office which also includes directly supervising drivers or through the Logistic Assistant. S/he will be responsible for all aspects of logistics, which includes facility management, store management, travel arrangement, international shipment, and clearances.

DEPARTMENT: Finance and Operations

LOCATION: Addis Ababa

Manage Procurement :

• Facilitate the preparation of the country procurement annual plan in coordination with project leads, and the Director of Finance and Operations.

• Accurately register all systems purchase orders in the business system, attach all the relevant supporting documents in line with checklist minimum standards in the business system, and ensure only system-generated POs are used.

• Receives approved Purchase Requisitions (PR) along with specifications from requesting units and handles the procurement of goods and services, and tracks all purchase requests, for both local and international procurements.

• Coordinates the issuing of a request for quotes and determines price reasonableness.

• Coordinates the procurement committee, and participates in the evaluation, negotiation, and selection of providers for goods and services according to standard operating procedures.

• Ensures that purchases are made in the best interests of the donor and MSH.

• Responsible for collection and analysis of proforma invoices and presents to the supervisor for further processing or approval.

• Receives goods/deliverables and verifies quality and quantity against the Orders alongside technical representatives.

• Receives invoices, and reviews for accuracy and satisfactory delivery approvals, verify tax certificates from vendors before payment is made.

• Prepares monthly procurement status report and submits timely and accurately to the supervisor and global service unit.

• Conduct quarterly or biannual reviews of pre-approved vendors for routine items such as office supplies, cleaning products, etc.

• Responsible for filing and maintaining complete procurement files (on the MSH One-Drive) per checklists for all approved Purchase Orders.

• Ensure 100% clearance verifications are performed against all vendors of goods and services before any PO commitments are approved.

Manage Property Management

• Manage the property of the organization at the country level.

• Lead the biannual and annual physical count of inventories in all MSH offices and stores (central and regional office).

• Handle fixed asset register, and make sure the register is up to date as per MSH property management standards.

• Make timely biannual and annual inventory count report to the global service unit or home office as applicable.

• Prepare disposition plan as appropriate up on close out of projects.

Manage Logistics Management:  

• Directly supervises outsourced staff (i.e. cleaners, security guards, and porters) by making sure that they are in compliance with applicable standard operating procedures and policies.

• Ensure smooth operational functioning of MSH Ethiopia’s central and regional office premises.​

• Ensure timely renewal and termination of lease agreements of all MSH offices including regions.

• Coordinate international travelers’ visits including visa inquiries, itinerary, and in-country support such as hotel booking, arranging transportation, etc.

• Process necessary permits needed for international shipments from relevant offices such as the Federal Ministry of Health, Ethiopia Food and Drug Administration (EFDA), Ministry of Information & Technology, Ethio telecom, ENSA, etc.

• Coordinate and arrange transportation and distribution of different materials and ensure that the logistics team receives all delivery documents.

• Coordinate with the USAID liaison office on approval of matters from the Ministry of foreign affairs.

Manage Fleet and Transport

• Coordinate the overall fleet management system for MSH’s fleet including regions.

• Ensure that policies and procedures are well documented, understood, and adhered to by fleet supervisors, drivers, and passengers.

• Directly supervises drivers, program assistants, and cleaners by making sure that they are in compliance with applicable standard operating procedures and policies.

• Communicate and coordinate with rental vehicle vendors to make the necessary arrangement as per requests.

• Plan and program the preventive maintenance of vehicles and see to it that all vehicles are serviced as per schedule.

• Monitor overall fleet utilization, fuel consumption, and follow up on irregularities. Prepare, compile, consolidate, and analyze monthly consumption reports, and provide a monthly compiled report.

Job Requirements

REQUIRED MINIMUM EDUCATION: Required:   University Degree in logistics, supply chain management, or business administration

Preferred: Master of Business Administration, or Master’s degree in a relevant discipline

REQUIRED MINIMUM EXPERIENCE: Required:  More than 5 years of experience and skills in Operations management.

• Thorough knowledge of USG procurement and compliance requirements. Operations management of USAID-funded programs experiences preferred

KNOWLEDGE AND SKILLS:

• Ability to work under pressure, planning and scheduling skills, good organizational skills, communication and interpersonal skills, demonstrated ability to interact professionally with a culturally diverse staff, and consultants.

• Ability to work independently, take initiative, and ability to meet deadlines with attention to detail and quality, Demonstrated intermediate computer skills in Microsoft Office applications.

• Understanding key aspects of procurement, and the ability to use basic accounting software i.e. Quick books Online purchase order issuance and procurement module will be an added advantage.

COMPETENCIES:

• Strong leadership, mentoring, management, planning, analytical and organizational skills demonstrated by the ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to detail.

PHYSICAL AND Travel DEMANDS

• Physical Demands: Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Must have the ability to navigate an office environment and pick up materials.

• Travel: Willing to travel to project implementation sites and regional offices as appropriate.

How to Apply

Interested and qualified applicants may apply through the application link below:- CLICK HERE

MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.