Administration and Operations Manager, Ethiopia

Resolve to Save Lives, Ethiopia

Background:

Resolve to Save Lives (RTSL) is a global not-for-profit organization with a mission to prevent 100 million deaths from heart disease and to make the world safer from epidemics. We are led by Dr Tom Frieden, former director of the U.S. Centers for Disease Control and Prevention. Since 2017, Resolve to Save Lives has partnered with low- and middle-income country governments, multi-lateral agencies, academic and other civil society partners, and communities to build capacity for and support implementation of enabling policies and effective programs to treat and control hypertension, reduce sodium intake, eliminate artificial trans fat, and strengthen systems for epidemic prevention. To find out more about our work, visit: CLICK HERE.  

In Ethiopia, RTSL collaborates with the Ethiopia Ministry of Health and the Ethiopian Public Health Institute (EPHI) to strengthen non-communicable diseases and public health emergency management systems and to ensure safe health facilities and the safety of healthcare workers. Additionally, RTSL supports the Federal Ministry of Health in translating research evidence for policy and legislative change with a particular focus on monitoring of disease outbreaks, diagnosis and response, and overall public health emergency management systems in Ethiopia.

Job Summary:

The Administration and Operations Manager oversees the smooth administration and day-to-day running of country office operations.  He/she supports program-related activities through the implementation of efficient, streamlined operations policies, systems and procedures. The role is responsible for designing/adapting, implementing, and managing office management systems and monitoring compliance to standard procurement of goods and services, travel and logistics management, staff insurance and security clearance procedures, and preparing contractual agreements. Additionally, this role is responsible for running smooth asset management and overall administration of country office.  In collaboration with Program Managers/Technical Leads, the Administration and Operations Manager coordinates logistics and security clearance for domestic travel, organizes events, and assists with human resources functions. They also extend technical assistance to grant budgeting and financial management activities.

Essential Duties and Responsibilities:

Establishment and Management of Systems, Policies and Procedures 

•  Lead the planning, organization, execution, monitoring and documentation of administrative and operations activities (procurement plan, travel management, safety and security plan, IT, asset management, compliance, etc.)

• Create standard operating procedures and train the team on all operational processes and procedures

• In close consultation with the Country Director and Global Operations Team, assist the adaptation/development of administration and operation guidelines, procedures, training and communication materials, and other tools relevant to country office administration and operations

• Serve as a member of Country Management Team and assist Country Director in creating an inclusive organizational culture and nurture collaborative partnerships between internal and external stakeholders

Procurement, Logistics, and Contract Management 

• Develop/adapt procurement strategies, annual plan and procedures in alignment with the local and global office policies that govern procurement, storage and distribution of goods and services

• Assist program/technical team leaders and regional program managers to organize training and consultative workshops and enforce standard payment request, approval and reimbursement processes

• Work with program managers/technical leads in developing and tracking procurement plans for goods and services

• Coordinate routine local market surveys for goods and services (design and implement procurement strategies including framework agreements with vendors

Human Resources and Capacity building

• Create a diversified and inclusive work environment where team members strive to achieve excellence.

• Conduct training and capacity development for team members on all related operational processes 

• Train all staff on all operations-related issues, including the use of new systems and/or changes in policy

Travel Management and Staff Safety

• In coordination with the Director of Global Operations and the Country Director, implement RTSL Ethiopia’s travel and travel security policies and procedures.

• Stay abreast of security developments in the country and communicate travel safety and security alerts. 

• Manage all domestic and international travel plans and bookings, including assisting staff to obtain travel visas.

• Manage contracts and relationship with local travel vendors such as car service providers and travel agencies.

• Track travel readiness of staff including trainings and workshops and ensure compliance.

• Develop and update travel and overall office safety plans in compliance with RTSL policies and and local government recommendations.

Facilities Management 

• Manage the entire scope of facilities

• Prepare and maintain all the country office's lease agreements and all contracts with suppliers

• Keep inventory of office amenities, and ensure regular cleaning and maintenance of office facilities

• Manage storage facilities and inventory

• Oversee facility management and ensure security standards are always maintained on the premises.

• Lead sourcing of IT equipment for staff with technical support from Global Office; work with IT lead for renewal of software licenses for Ethiopia Country Office, and report on IT equipment status and maintain functionality of other office amenities, including internet, printers and projectors.

Finance and Budgeting  

• Work closely with the Finance Manager to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with RTSL, donor, and government regulations.

• Supports the program team in the timely provision of operations support at a high level of standards in terms of program and grants management

• Work closely with the Finance Manager and local banks to facilitate timely payment and bank reconciliation

Compliance and legal

• Compile and archive legal and contractual files, regulatory documents and key communications applicable to program and office operations

• Draft/review contracts for services and goods vendors in Ethiopia (working space, IT, cleaning, office and staff security, suppliers, etc.)in accordance with relevant policies and procedures.   

• Develop and oversee control systems to prevent violations of legal guidelines and internal policies

• Lead performance audits and implement improvement plans in all areas of Operations

Monitoring and evaluation

• Provide monthly admin and operation updates/reports to inform program/technical team leaders

• Assist team in analyzing and visualizing procurement plan and processes, and present data to country management team for informed decision

• Assist in tracking of legal, tax and other operational requirements from local regulatory bodies and prepare/archive valid documents and reports to the local CSO Agency.

Required qualifications, skills and experience:

• Master’s degree in public administration, business administration, project management or related fields, and with at least five years’ relevant work experience, or Bachelor's degree in relevant field with at least eight years’ relevant work experience

• Formal training or experience in public health administration or grant management work or a postgraduate degree in health science areas is advantageous

• Demonstrable program operations management skills and work experience with local and international stakeholders (MOH, health bureaus, NGO, or health facilities, vendors).

• Thorough understanding of local laws and procedures (finance, tax, customs, labor law, etc.)

• Understanding of the working of local NGOs and donor agencies

• Knowledge and experience in safety and security of staff and assets

• Strong project management and overall organizational skills

• Ability to contribute to organizational strategy and plans, and experience handling human resource tasks

•  Highly motivated, self-initiator, and willing to work with team members of diverse background

• Excellent inter-personal communication skills and the ability to effectively coordinate diverse teams and organizations at global, national, regional and facility levels

• Excellent computer literacy skills, to include MS Office applications, particularly MS Excel, PowerPoint, and virtual communication platforms

• Fluency in spoken and written English and a national working language

Compensation:

The salary for this position shall be commensurate with the job requirements, factoring in the candidate’s qualifications, experience and salary history.

Location: 

RTSL country office in Addis Ababa with infrequent travel to regional operation towns.

How to Apply

Register using THIS LINK

Note: This position is applicable to nationals of Government of Ethiopia. Due to the volume of applications typically received, we can only reply to shortlisted candidates.