Background:

AIDS Healthcare Foundation is a global not-for-profit organization that provides cutting-edge medicine and advocacy to more than 1.8 million patients in 45 countries and is headquartered in Los Angeles, California, USA.

Since 1987, AHF has cared for thousands of people living with HIV and AIDS worldwide. As we create and implement unparalleled programs in new communities globally, we expand the delivery of healthcare and influence over strategies with the sole aim of saving more lives.

The organization is looking for an experienced candidate for its Country Office, where it is providing programmatic leadership and support on HIV/AIDS prevention, treatment, and care, for the following position.

Position Summary

The Operations Officer is responsible for overseeing all operational and administrative activities of the Country Program to facilitate efficient implementation. The scope of responsibility includes general office administration, procurement, logistics support, fleet management, property management, organizational security, and ensuring compliance with AHF policies and procedures. The Officer is expected to closely work with Finance and Administration Manager and the other Country Management members, as required, in support of the overall program growth of AHF-Ethiopia.

Essential Duties and Responsibilities:

• Provide support and integrative coordination in the planning, development, and implementation of the AHF Ethiopia program administration.

• Lead implementation of supply chain, including logistics, transport and fleet, assets, security, estate, office administration, risk management, and support program growth and expansion in the Country

• In Liaison with the Finance and Administration Manager and the Procurement Committee to develop and maintain a database of country suppliers and service providers, and ensure timely procurement and delivery of goods and services

• Work closely with the Procurement Committee and Management to update/develop country procurement SOP, procurement tracking, guidelines, or other materials as necessary

• Coordinate solicitation of quotations for procurements and prepare/present bid analysis to the procurement committee to facilitate approval

• Oversee AHF estates in the country through routine and timely renovations, repairs, and maintenance; supervision of construction works, timely payment and continuous supply of goods

• Ensure regular servicing/repair of equipment and inventory and report any shortfalls to the Supervisor

• Support the timely submission of assets for insurance cover and report regularly to the Finance and Administration Manager any discrepancy or due dates in accordance with AHF policies & procedures

• Ensure safety and security of AHF staff and assets in all sites of operation in the country

• In liaison with the Finance and Administration Manager, ensure proper asset management through regular update of the Fixed Asset Register, track asset movement and relocations, and identify/notify management of assets due for disposal

• Timely update fixed asset item in the online Asset Panda Software of AHF in communication with the Account Assistants and Finance & Administration Manager

• Participate in periodic external audits through preparation & support; ensure implementation of operational audit recommendations in accordance with AHF resources in the country

• In Liaison with the Finance and Administration Manager, ensure timely payment of rent and renewal of contracts, MoUs, and operational licenses

• Oversee and support monthly stock taking and submit monthly stock reports to Finance and Administration Manager and Medical Director, and promptly report any discrepancy

• Ensure timely maintenance of vehicles and equipment, coordinate and manage all transport and vehicle movement. Management of vehicle logbooks, management of fuel coupons, and preparation of fuel consumption to inform Finance and Administration Manager of any discrepancy/ anomaly

• In collaboration with Logistics Assistant coordinate all transport needs, vehicle schedules, driver dispatches & ensure efficient coordination of staff travels both upcountry & town errands

• Work with the logistics and store persons and liaise with drivers, sites, team leaders, etc. to coordinate requisition and delivery to ensure items are delivered in the right quantities, qualities, and time

• Participate in identification, quantification, monitoring and review of operational risk management policies, systems, and programs in accordance with AHF guidelines to mitigate operational risk in the country and report to Finance and Administration Manager

• Ensure that AHF culture is maintained within the program and that transparency, accountability and effective use of program resources is maintained

• Manage outsourced services by preparing and executing contract agreements with regard to quality service delivery and compliance on contractual terms. This includes contracted HR agencies, security agency, cleaning agency, various consultancy engagements, etc.

• Work with the contracted security agency for coordination and management of security to ensure safety of AHF property and personnel

• Work with the contracted cleaning agency to ensure proper hygiene and sanitation of the office, clinic, and outside environment; coordinate fumigation of sites as required; Ensure settlement of office utility bills including water, electricity, internet & telephone with concerned authorities

• Provide assistance in routine HR administration activities including staff attendance, absence management, leave tracking, etc. Follow these on TGO software, compile employee annual leave requests, timesheets, and keep records of monthly updates on employees’ annual leave balance

• Ensure that data of new incoming employee is filled in proper formats and reported to Private Organizations Employees Social Security Agency (POESSA)

• Give directions, work orders, and plays regular supervisory roles to staffs under administration, logistics, procurement, etc.

• Execute additional operations related responsibilities, whenever the need arises, as assigned by the Finance and Administration Manager or Country Program Director

Job Requirements

Education, Qualification, and Experience:

• Minimum of Bachelor’s Degree (or Masters level education desirably) in Business Administration/ Business Management, Administrative Service Management, or Supply Chain Management or Procurement and Logistics Management or any other relevant discipline from a recognized College or University

• Background or experience working on accounting & finance would be an added advantage

• Minimum of five (05) years’ continuous experience of working in a field directly related to operational duties and specified responsibilities in the NGO sector, grounded in administration and management services of health-related organizations

• Experience in managing various operations for INGOs

• Demonstrable technical and computer knowledge & skills including proficiency with Word processing, Excel spreadsheets, and PowerPoint, Internet search, and Electronic mail

• Communicate efficiently and effectively both verbally and writing with good command of English and Amharic languages

• Ability to work under pressure in a fast-paced environment is essential

• Willingness to travel including regular visits to sites

• Sensitive to patient population and issues surrounding HIV/AIDS

• Effective time management and meeting deadlines maintaining quality

• Flexible, proactive, and able to organize work independently with minimum supervision

• Good interpersonal interaction skills and keen to work with good team spirit 

How to Apply

Application Procedure:

Interested candidates should apply by email to: Regional Human Resources Manager – AHF Africa Bureau, through: Globalhr.Africa@ahf.org

The application is required to include cover letter of interest, detailed updated CV, copy of academic documents and other credentials, in one file attachment (PDF or Word format), that must be submitted before the deadline.

NB:-

1. Please do not forget to write title of the position for which you are applying on the subject line of your email so that it will be directed to the right department.

2. Only shortlisted applicants will be contacted for interview and written exam. Phone calls, physical visit to the organization about the result are strictly forbidden and might be reason for disqualification.