USAID Quality Healthcare Activity (QHA) aims at improving health outcomes through improved readiness of health facilities to deliver quality reproductive, maternal, newborn, child, and adolescent health (RMNCAH) services, increased management and accountability for quality service delivery, and restoration of services in health facilities in conflict-affected areas. QHA's strategies and implementation approaches will help the government of Ethiopia build public and private health care systems that are responsive, resilient, and sustainable. QHA will cover urban and peri-urban primary health care units (PHCU) and referral health facilities in select regions and woredas. The Activity, through funding support from USAID, will be implemented by JSI in collaboration with Institute for Healthcare Improvement (IHI), MSI Reproductive Choices (MSI), Project HOPE, and Network of Ethiopian Women's Associations (NEWA) for five years (May 01, 2023 - April 30, 2028)

Position Summary

Under the guidance and close supervision of the Operations Manager, the Logistics and office management Officer will provide administrative and logistics support for QHA staff. S/he will assist the smooth operation of the JSI central office in the areas of: travel, vehicle, property, mail, printing, and store management.

Duties and Responsibilities

• Responsible for keeping an office running smoothly and overseeing administrative suppor

• Ensure all vehicles are equipped with GPS and follow up the proper functionality.

• Ensure that fleet inventory, vehicle and driver data files, registration, annual inspection and documentation of import/export/transfer of fleet assets, accident management and insurance matters as well as transport documentation are kept properly

• Ensure that accidents and insurance claims are properly handled; insurance benefits are properly negotiated to the benefits of JSI

• Follow up all fleet assets are serviced, maintained and cleaned according to standard maintenance guidelines and schedules

• Produce detailed vehicle management reports on monthly, quarterly, and annual basis to the Operations Manager.

• Provide support and advise all field locations on reporting needs and procedures to ensure accurate reporting on all fleet management aspects.

• Maintain inventory records for all the Activity fixed assets of the Central and Area offices.

• Update the list of properties regularly, collect information from finance about the procurement in order to include the quick books voucher number, communicate with the area offices to update data, labelling of properties, distribution of purchased assets to the area and central office staff based on their request, and file asset records safely

• Organize and conduct physical inventory of fixed assets are conducted at least once per year and report to the Operation Manager

• Assisting in maintaining and repairing of office equipment services

• Booking meetings, trainings, workshops, and conferences and handling scheduling and provide logistics support in organizing, developing and sending out invitation letters to participants.

• Assist the technical team in editing and designing of training materials for the programs and make ready for printing, follow-up printing, distribution of material, and proofread.

• Maintain an incoming and outgoing correspondence log.

• Establish a filing system for the program, design and maintain a filing system for administration and program documents,

• Organize opening of Tenders and support the procurement team in taking minutes and notes as needed

• Attend JSI/QHA staff meetings, take minutes, note and communicate required follow-up actions with responsible staff member.

• Maintain appointment calendars and make logistical arrangements for meetings of QHA staff.

• Maintain printing materials distribution tracker sheet

• Acknowledge the receipt of goods by issuance of GRN, issue SIV for distributions from store and update the bin card;

• Maintain appropriate stock of frequently used supplies through establishing a reorder level consistent with monthly usage

• Keeps store documents in a manner that simplifies identification and retrieval

• Prepares monthly stock report on the status of stock movement of CO office.

• Organizes the arrangement of items in proper location, shelf, code and group for easy retrieval up on needed.

• Prepares purchase requisition to replenish materials on time in order to avoid stock out.

• Ensure warehouse is cleaned, properties are kept in a safe manner, no expired materials are stored and stocks are arranged for easy physical count

• Maintain the integrity and confidentiality of all Program records and information at all times.

• Settle the utilities payment on monthly

• Together with technical staff ensure that goods and supplies are procured and delivered to the warehouses in line with the quantity, quality and specification stated in the Purchase requests

• Carries out all other duties and responsibilities as required by management.

Job Requirements

·       BA Degree in Accounting, Management or Business Administration

·       At least five years of experience in office administration and management

·       Experience in organizing and managing meeting and travel logistics

·       Experience in managing inventory

·       Good computer skills (windows, Microsoft Office)

·       Strong communication and interpersonal skills

·       Must have demonstrable personal integrity and honesty and must have pleasant personality.

·       Must be willing to travel frequently to project activity regions and woredas as needed.

·       Speaking of more than one local language is a plus.

·       Previous experience working in a similar position in USAID funded projects is preferred.

How to Apply

Interested applicants who met the minimum requirements should send and apply at THIS LINK  please submit your application letter with your CV in English detailing your experience and skills that are relevant to the post.

Please do not attach copies of your transcripts, academic degrees or recommendation letters with the application. You will provide them upon request.

JSI/WEI is a child-safe organization, and the safety and well-being of children is a priority of our organization. We have robust recruitment procedures to ensure that all staff are suited to work with the children served by our programs.

JSI/WEI is an Equal Opportunity, Affirmative Action Employer committed to workplace diversity. We are committed to providing equal employment opportunities for all qualified applicants and employees without regard to age, race, color, national origin, ancestry, creed, religion, gender, disability, marital status, sexual orientation, sexual preference, genetic information, political affiliation, or protected veteran status in any employment decisions. M/F/V/D