ZOA works with committed and motivated staff in serving millions of people affected by poverty, disaster, injustice and conflicts. Through the efforts of our dedicated staff, we are able to bring Signs of Hope and to support people who suffer due to armed conflict or natural disasters by helping them to rebuild their livelihoods.

We value our employees and offer a wide range of benefits to meet the specific needs of our staff and their families.

Purpose:

He/she provides overall HR, Logistics, Fleet, Procurement, and Security support, and ensures that the personnel, administrative and contractual operations are conducted according to government regulations, ZOA policy and standard operating procedures, and best practices. Supervise the work of support staff; drivers, guards, cook and cleaner, and office maintenance recruited personnel.

Typical Responsibilities - Key end Results of the Position:*

Human Resource

• Oversee day-to-day management of personnel matters, ensuring the program office and sub-offices function according to ZOA HR policies and procedures and Government laws, regulations and practices
• Perform successfully all the employee lifecycle: recruitment, orientation, performance evaluation, and departures
• Performs administrative routines including updating personnel records, contract preparations and  renewals, annual leaves, etc
• Ensure all staff recruit letter, JD to calendar year get pension registration and provide with Pension ID*
•  Prepares annual and periodic reports about the status of  staff 

• Ensures that all staffs personal file contain necessary information*
• Work closely with CO HR focal person and liaising  all HR activities to be implemented in the program office
• Ensure all staffs have mid-year and annual appraisal report
• Control and report staff leave balance and inform the staff on time.

Procurement

• Implements the ZOA procurement policy and the fundamental procurement principles.
• Ensures that all local purchasing is in compliance with ZOA procurement policy and laws related to purchasing practices and in accordance with standard practices.
• Ensures purchase requests (PR’s) are adequately informative and complete on receipt, advises requesting unit on specifications, prices, availability, and other procurement matters as required.
• Prepares invitation to bids (ITBs) in collaboration/support with CO Procurement & Log focal person based on user unit’s specifications, bid award notification, purchase contract, and submit to the Programme Manager and then to the Country Director for ultimate approval.
• Carries out procurements as per the approved budget, purchase requests and procedure at the program office level
• Ensures healthy working relationships with suppliers and all stakeholders, promoting transparency and accountability at each stage of the procurement life cycle.
• Works closely with Finance Unit to process payment of all invoices received from vendors by ensuring the completeness of each procurement or bid document and all supporting documents are attached with the payment request before passing it to the Finance Unit.

Logistics

• Supports the program office through developing robust Logistics Systems that ensure transparent and accountable fleet management and vehicle allocation
•  Ensures the timely maintenance, service, annual inspection of vehicles, and prepares vehicle status report in collaboration with CO focal person.
•  Follows up and ensures renewals and updates of the various insurance policies and claims.
• Prepare and organize organizational procurement plan and reports

Security:

• Ensure ZOA Gambella security protocol is updated, understood, and adhered to.
• Ensure all primary security reports are gathered and reported to Area manager
• Control and report all compound, staff, and ZOA property safety and security

Dealing with Problems:

• The incumbent should have a higher degree of problem analysis for both external and internal environments to propose a viable solution which is in line with the organizational rules and regulations

Communications and Working Relationships:

• The incumbent should have a high degree of communication skills to deal with the partners and stakeholders relevant to the smooth implementation of activities