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 operations Assistant will provide event organizing and logistics support for QHA staff. S/he will assist the smooth operation of the JSI central office in the areas of: event organizing for trainings, workshops, meetings, conferences and other events.

Duties and Responsibilities

• Collaborate with the Operations team to facilitate travel and logistical arrangements for all event participants, including staff, partners, consultants, trainers, trainees, and any other individuals traveling for the event

• Facilitate and organize in-venue hotel bookings for events, meetings, workshops, trainings, and other gatherings

• Assist in preparing and distributing Requests for Quotation (RFQs) to hotels and vendors based on the requested services

• Coordinate with other operations team members to follow up on payments to various vendors and hotels. Review the completeness of all event-related documents before submitting them to the finance team for payment processing

• Assist in providing administrative support for meetings, training/workshops, venue booking, invitation letters.

• Ensure events/trainings/workshops run smoothly and address any unexpected issue

• Manage event logistics, including stationaries, printings for the training (roll ups, banners, leaflets) and other printings necessary for the event

• Based on the service request, prepare participant registration and attendance sheets, and payment records. Oversee the provision of refreshments and other services for participants.

• Prepare vendors list and update regularly particularly hotels for events

• Prepare monthly reports on events, detailing the type of events, participant information, proposed payments, and other services provided during the month.

• Work closely with the event coordinator/requestor in completing PR, request letter form partners, budget break down and details information about the event.

• Assist in store management activities, specifically focusing on office and event stationery, and consumable supplies.

• Assist in receiving, inspecting and verifying incoming goods against purchase orders and specifications and delivery notes

• Support in labeling and storing incoming goods in designated locations

• Support to make sure office supplies and consumables are checked and refilled before they run out. 

• Handle any other responsibilities as assigned by the immediate supervisor

Job Requirements

Required Skills & Qualifications:

• Recipient of a Degree in Accounting, Management or Business Administration 

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

• Experience in organizing and managing events, including travel logistics for the event

• 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. Knowing the local language of area of assignment is mandatory. 

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

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

How to Apply

Applications Procedure:

Interested and qualified applicants should follow the below instruction and apply through the online application form no later than January 30, 2025.

1. Fill out the online application form using this form using THIS LINK. If you don’t fill the online application form, your application will not be considered.

2. Submit your resume and cover letter to recruitment@et.jsi.com

3. You must include the name of the position you are applying for in the subject line of the email. 

4. Any application received after the closing date will not be considered.

Application deadline: January 30, 2025