Job Summary 

The Operations officer is directly responsible for the overall effectiveness and efficiency of operations at the project office. S/he will provide supervision for staff responsible for the administration of the office and provision of financial, procurement, and human resource support services. S/he will be responsible for identifying where operational challenges exist and accountable for communication and follow-up with the Project Manager/Head of operations to agree on solutions and receive required guidance. S/he is also expected to ensure that projects receive the required operational support for quality and timely implementation.

RESPONSIBILITIES AND TASKS: 

Job Responsibility #1:  Operational support (30%)

• Lead the Operations functions in the project offices (finance, procurement, human resources) by organizing the operations team.

• Foster links between project and operations ensuring seamless coordination and support for project implementation.

• Facilitate process improvements for the project office operations to ensure efficiency and effectiveness. Responsible for operations team performance and capacity building of the Operations team at the Project offices                                                               

• Ensure human and material resources are effectively and efficiently obtained and made available for the sound execution of The Project office projects.

• Work closely with project and operations teams in the project office.

Job Responsibility #2:  Financial and Administrative support (30%)

• Work closely with the field office finance officer to ensure the satellite office support function is well-addressed

• Ensure that the CARE Ethiopia personnel, administration, and procurement manuals are properly understood and implemented.

• Monitor that CARE Ethiopia assets, including all vehicles, equipment, and materials, are properly and efficiently managed, utilized, and safeguarded.

• Keeps proper file for the Filtu Field Office Office, staff and ensures that all necessary information of each staff is kept in the file.

• Ensures that all newly hired employees of the Filtu Field Office Office, have gone through formal orientation both about the organization and on the job.

• Consult with the Project Manager/Head of Operations regarding all unclear issues related to Staff development policies, procedures, or systems as required.

• Directs and controls the workflow regarding maintenance and proper utilization of vehicle use at the Project office.

• Monitors and ensures that there is a regular preventive maintenance plan for each vehicle.

• Receives approved Purchase Requisitions (PR) for procurement of goods and services (booking and air ticket purchase, consultancy, vehicle and office equipment maintenance);

• Collect Proforma Invoices and present them to the supervisor for further processing or approval;

• Inquires immediately for more specifications from requesting units if the PR is not clearly specified and completed;

• Handles Field Office purchases when required;

• Prepares detailed bid analysis based on Proforma Invoices and prepares Purchase Orders in the name of selected supplier using accounting software;

• Ensures that purchases are made in the best interests of CARE;

• Deliver PO for collection of goods;

• Collects purchased items from vendors and submits to the storekeeper against the official Goods Receiving Note (GRN) of the organization;

• Ensures timely preparation of cheques or CPO in order to avoid unnecessary delays in executing purchasing activity.

• Files all procurement documents in an orderly manner for control and reference purposes;

• Prepares weekly procurement status report and submits to the supervisor;

• Regularly updates the supervisor of all partial collections of the procured goods;

• Inform the supervisor about prices and qualities of goods if purchases are not of a routine nature.     

Job Responsibility #3:  Staff management (20%)

• Support the operations team in the Project office to effectively undertake their roles and responsibilities and lead the establishment and functioning of a strong, effective, and coordinated team.

• Complete all CARE performance management activities including performance planning, monitoring, and semiannual and annual performance appraisals.

• Collaborate with the FO Human Resources team to take appropriate personnel actions to address problems.

• Facilitate conflict resolution mechanisms and ensure that grievance and whistle-blowing mechanisms are functional and fairly administered as per CARE policy.

• Supervises, leads guides, and supports the driver Mechanic, security guards, and office attendant.

• Completes all performance management activities including performance planning, monitoring, and annual performance appraisals for staff in the Project offices

Job Responsibility #4:  Office Management: 15 % of Time

• Liaise with local authorities and ensure the security of the FO.

• Ensure the availability and proper utilization of all organization's facilities.

• Ensure a professional working atmosphere around the office.

• Ensure all computers and accessories are in good order.

• Provide timely reports regarding the administration activities.

Job Responsibility #5:       Others (5%)

• Follow up on legal matters of the Project office.

• Perform any other relevant duties as required by the field office Project manager/head of the operation.

GENDER EQUALITY

• Understanding and demonstrated commitment to the importance of gender, youth and social inclusion issues.

• Demonstrated commitment to principles of Gender Equity, Diversity, Inclusion and PSEAH (safeguarding), as evidenced in previous positions / programming 

Job Requirements

EDUCATION/TRAINING

Required:

• 3 years of relevant experience with the first degree and 2 years of relevant experience plus a post-graduate degree in Management, Business Administration, Accounting, or an equivalent combination of education and work experience.

How to Apply

If you are interested to be part of our dynamic team, exciting work environment and contribute to CARE Ethiopia’s mission and vision, please send your CV (not more than 3 pages) and cover letter (not more than one page) online by using THIS LINK

Only short-listed candidates will be contacted.

Passionate and dedicated candidates who meet the requirement are strongly encouraged to apply, especially women!

CARE seeks to improve the lives of the most marginalized, particularly women and girls. Our diversity is our strength. We encourage people from all backgrounds and experiences to apply.

CARE Ethiopia is committed to preventing all unwanted behavior at work. This includes sexual harassment, exploitation and abuse, and child abuse. We expect everyone who works for us to share this commitment by understanding and working within the CARE Safeguarding Policy and related framework. CARE Ethiopia has a zero-tolerance approach to any harm to, or exploitation of, a vulnerable adult or child by any of our staff, representatives, or partners.

CARE Ethiopia reserves the right to seek information from job applicants’ current and/or previous employers about incidents of sexual exploitation, sexual abuse and/or sexual harassment the applicant may have been found guilty to have committed or about which an investigation was in the process of being carried out at the time of the termination of the applicant’s employment with that employer.

By submitting the application, the job applicant confirms that s/he has no objection to CARE Ethiopia requesting the information specified above. All offers of employment will be subject to satisfactory references and appropriate screening checks.