Position Title : Operations Coordinator

Department/Program: HR & Admin

Required Number of positions : one 

Reports to: Manager, Admin, Fleet & Security

Based in: Head office / Addis Ababa

Duration of contract: Indefinite based on performance and availability of funds.

Remuneration: As per the organization pay scale plus other PSI/Ethiopia staff benefits

Application deadline: August 11, 2025  

Population Services International (PSI) is the world’s leading non-profit social marketing organization. We are a diverse group of over 4,500 entrepreneurial development professionals located in over 35 countries committed to making it easier for all people to lead healthier lives and plan the families they desire. PSI uses its global presence and 50+ years of experience to help reimagine healthcare. We are working to shape market systems, shift policy and funding, and strengthen global capacity to better support consumer-empowered healthcare.

There are over 9,000 “PSI’ers” around the world. It’s a diverse group of entrepreneurs and professionals with an unusually wide range of backgrounds - from the medical industry to the music business - all with unique skills we bring to the job.

PSI/Ethiopia wants to reimagine healthcare, put the consumer at the center, and whenever possible, bring quality care to the front door.  We achieve health impact in Ethiopia by working with both government and private partners and harvesting technology innovation to bring quality care closer to communities, schools, and homes.   We empower consumers by including them in the design of healthcare solutions, offering them more healthcare choices, and helping them to have a voice in influencing national priorities.  We work with all market actors in the health system to understand their needs, designing and delivering solutions so that market systems can sustainably serve consumers for the long term, helping to support the Government of Ethiopia in achieving Universal Health Coverage. 

We are looking for a highly skilled and motivated operations coordinator  who is responsible for ensuring the smooth and efficient functioning of the organization’s administrative and logistical operations. This role supports program implementation by managing office systems, coordinating travel and events, handling petty cash and payments, and overseeing visitor and reception services. The operations coordinator acts as a key link between program, support, and external service providers to ensure that all operational activities are carried out in a timely, compliant, and cost-effective manner, contributing to the overall effectiveness and impact of the organization’s mission.

Sounds like you? Read on!

Key responsibilities

Reception & Office Management

• Oversee front desk operations, including welcoming visitors, managing incoming calls, and handling correspondence.

• Maintain a clean, organized, and presentable reception area at all times.

• Ensure the office is well-stocked with necessary supplies and adheres to safety and cleanliness standards.

• Maintain detailed records of all supplies—such as refreshments, stationery, and other items—retrieved from the main warehouse and stocked in the mini store. Ensure that all items issued to users are properly documented and registered in both hard copy and digital formats, in accordance with supporting documents.

• Monitor the use of official stamps, ensuring they are only applied alongside authorized signatures.

• Handle utility payments (electricity, water, internet, DHL, Office rent, air ticket, Hotels and restaurants, etc.) to avoid service disruptions.

• Track payment schedules and keep documentation for audit purposes

• Ensure adherence to all visitor protocols across pre-arrival, arrival, and post-departure stages.

• Maintain accurate visitor logs, manage visa processing, and coordinate with relevant departments for seamless communication.

• Organize visitor logistics, including accommodation, transportation, business lunch/dinner reservations, and welcome packages.

• Enforce safety and confidentiality protocols for all visitors throughout their stay.

• Book and manage domestic/international travel for staff and guests.

• Coordinate airport pickups and drop-offs.

• Ensure travel compliance with organizational policies.

• Keep a travel database/log for audits and reports.

• Manage and reconcile petty cash according to organizational policies.

• Process small payments for local purchases, transportation, utilities etc.

• Maintain accurate records and submit regular expense reports.

Visitor Management

Air Travel Management

Petty Cash Management

Mini-Store Management

• Maintain office supplies by checking stock to determine inventory levels; anticipating requirements; and replenishment as per procurement schedule.

• Keep thorough records of all supplies retrieved from the main warehouse, and issued to the respective users, and ensure all items in the store are properly registered in both hard copy and digital formats based on support documents.

Event & Program Support

• Coordinate logistics for workshops, trainings, review meetings and monitoring, etc.

• Liaise with vendors (venues, catering, materials).

• Ensure branding/visibility materials are in place and supplies are ready.

• Assist with logistical arrangements for field visits, trainings, and distributions.

• Establish and maintain computer-based contacts list of government(ICS, ACSO, MOLS etc), private sector, and implementing partners; periodically revise the list to ensure information is up-to-date and correct; use computer software to prepare guest lists, invitations and other correspondence and address them appropriately.

• Solicit inputs and manage development of agenda for program leadership and team; prepare and issue e-mail notifications about scheduled meetings; and ensure meeting place and facilities are ready; do a follow up on the way forwards execution 

• Prepare administrative documentation (travel authorizations, expense claims, etc.).

• Support program staff with day-to-day operational needs.

• Carries out other Admin and program assignments as may be required and as directed by the supervisor. 

Others

• Assist in the development and updating of HR policies, procedures and processes.

• Perform other special projects as assigned

Job Requirements

Qualification and Experience:

• At least four (4) years with master’s degree or six (6) years of experience with first degree in relevant disciplines and roles of administrative, Management  and logistics. 

• Demonstrated experience in administration, and in performing a variety of tasks on short notice within deadlines.

• Strong analytical, problem-solving, and decision-making skills. 

• Professional experience with INGOs/NGOs and/or international experience is a plus; interest in humanitarian field is preferred.

How To Apply

Are you intrigued? Apply!

By following our 3 steps application process:

1. Fill out the application form using the following THIS LINK . It will only take 5 to 10 minutes.

2. Send your CV and application letter to recruitment@psiet.org clearly mark  “Application for Operations Coordinator position” in the subject line.

3. Check your email and make sure you receive an automatic response acknowledging receipt of your application that means your application was successful. If you don’t receive the automatic response, check again your subject line and if needed, re-submit your CV and application letter with the correct subject.

PSI is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of race, religion, national origin or disability.