Main Purpose of Job

Breakthrough ACTION Ethiopia Communication for Health is a 12-month (October 1, 2020–September 30, 2021) USAID field-support and GHSA funded activity that intends to address gaps in social and behavior communication, risk communication and community engagement particularly in health. The activities are aligned with the USAID/Ethiopia’s Country Development Cooperative Strategy (CDCS 2019–2024) priorities. Breakthrough ACTION Ethiopia Communication for Health project is hereafter referred to as “Breakthrough ACTION Ethiopia” or “the project” in the document for ease of referencing. The project will focus on promoting priority behaviors on malaria (with a focus on promoting use of long-lasting insecticide-treated nets (LLINs); RMNCH; nutrition; FP; COVID-19 and zoonotic diseases risk communication.

 GENERAL RESPONSIBILITIES

Under the direct supervision of HR & Operations Coordinator, the position is responsible for performing administrative duties, organizing and coordinating procurement activities, review and distribution of information including formal bids, price quotations, and purchase orders. 

Operations

•  Perform general duties such as maintaining general files, typing and editing, and data entry, composes routine correspondence and written material
• Opening mail, and completing and processing standard purchasing forms.
• Provide customer services to the public and staff members
• Receive phone calls /takes messages and route to the appropriate departments
• Greets visitors and refer them to the appropriate departments or individuals
• Photocopying different documents.
• Makes travel arrangements/Booking, hotel reservation
• Order and maintain inventory of office supplies
• Prepare miscellaneous documents for mailing, receives incoming documents and transfer it to the appropriate individual or department.
• Sorts and distributes mail, referring to appropriate individuals
• Writing and printing Service Agreements
• Follow up in delivery of printing materials based on the purchase order
• Takes minutes or dictation during periodic program meetings
• Assist the program staff in event organizing
• Distribution of Materials (which has to be distributed in different departments)
• Review requisitions for completeness and accuracy; identify available suppliers for each requisitioned item.
• Organize and maintain computerized records containing vendor and bid information.
• Receive, open, screen, log and date stamps bid responses/quotations, mail as required and organize bids for review.
• Correspond with vendors regarding prices, product availability, and delivery.

 Logistics

•  Provide logistic support and overseeing the overall logistic processes in support of the program staff when need arises.
• Manage and coordinate logistics support operations to ensure smooth accomplishment of the projects.
• Keep updated records of vehicle rent organizations with a fleet of vehicles to manage vehicle rent request easily and timely.
• The logistics officer job description entails planning the set-up of project sites, as well as coordinating, directing, and monitoring activities of employees, contractors, and others involved in executing an assigned project.
• Ensuring that a project work with rented vehicles completed safely and smoothly.
• Collect feed-backs from the staff uses the rented vehicle regarding overall condition of the service
• Responsible for prioritizing rented vehicle needs and organizing tasks based on project logistics need.
• Involve in creating a plan or time-table for the movement of printed materials and other equipment to be sent to regional offices.
• Make sure the materials arrived properly & safely to the field offices

Procurement

•  Organize all procurement activities relating to sealed bids, and price quotes.
• Process requisitions into purchase orders
• Assist the program and Operations staff in the preparation and consolidation of procurement plans
• Receive, open, screen, log and date stamps bid responses/quotations, mail as required and organize bids for review.
• Correspond with vendors regarding prices, product availability, and delivery.
• Review all requests and purchase orders for completeness and conformance to JHU.CCP Ethiopia policies, donors’ regulations and legal requirements
• Monitor and process approved purchase requests for delivery of procurement process
• Prepare and issue requests - collect price quotation/proforma; selection memo; price comparison; and purchase order, and prepare bid analysis documents
• Prepare purchase orders, contract agreements, amendments/modifications, etc... for review and approval.
• Monitor contractor performance, checking renewed business license, TIN and VAT certification
• Track the status of requisitions, contracts, and orders. Ensure the expedition and timely deliveries of ordered goods, Printings, services and work
• Lead efforts to ensure that procurement related deliverables are achieved on schedule, in accordance with approved specifications and within the allocated budget
• Process invoices for goods, services, and works delivered ensuring accuracy and completeness of documentation and timely payment
• Facilitate communication between suppliers and requesting Unit promoting transparency and accountability at each stage of the procurement cycle.

Reports To: HR & Operations Coordinator

Required no: 1

Duration of Employment: 5 months 

Job Requirements

Knowledge, skills and experience required

• BA/BSC Degree in Management, Business Education (Marketing & Sales Management & related fields with minimum of 3 years’ experience
• Good communication and report writing skills
• Good negotiation skill with government and other agencies
• Ability to communicate effectively in both oral and written English.
• Good interpersonal skills and team player
• Ability to work under pressure
• Computer proficiency
• Ability to plan own work, set priorities, complete work under pressure or when faced with competing demands
• NGO experience is an advantage

How to Apply

Candidates with the required Knowledge, skills proven experiences are invited to submit their CV with 3 references & application via e-mail, to hr@jhuccpeth.org no letter than January 24, 2022

 (Only short-listed applicants will be contacted)