FHI 360 recrute un(e) Gestionnaire de l’administration et des opérations en Ethiopie basé à Addis Abeba.
Specific Responsibilities
Procurement Management
- Develops and implements procurement plans for the office and projects in accordance with FHI 360 and national policies and regulations.
- Procures goods and services in a transparent and accountable manner, ensuring value for money for the organization and justifiable use of donor funds.
- Maintains a robust procurement system that tracks the tendering processes, evaluation, contract appraisal and negotiation, contract and contractor management, and payment conditions.
- Prepares bid documents, such as invitations to bid, tender documents, requests for proposals, and contract/purchase orders, using the organization’s policies, procedures, and formats.
- Updates and manages a list of preferred vendors of existing and potential suppliers, as well as dependable suppliers, on a regular basis.
Logistics and Fleet Management:
- Provides efficient and reliable transport services for FHI 360 activities across the country.
- Revises and updates the Transport and Fleet Management Policy regularly, ensuring compliance from all offices.
- Reports vehicle status, both rental and own, on a timely basis, ensuring optimal operation and service at all times.
- Manages cost-effective maintenance of the FHI 360 fleet of vehicles and submits accurate and timely transport reports and recommendations to country leadership.
- Renews vehicle insurance and road licenses for FHI 360 vehicles before expiration.
- Receives and analyzes mileage and vehicle running costs for all FHI 360 vehicles monthly, ensuring they are operating efficiently and effectively.
- Takes appropriate actions as needed.
Warehouse and Fixed Asset Management:
- Verify the quality and quantity of incoming goods and prepare GRNs promptly.
- Store goods in an organized, safe, and secure manner and protect the storehouse from damage or theft.
- Maintain proper store management documentation and ensure consistency across all regional offices.
- Tag FHI 360 properties with Fixed Assets labels and conduct periodic counts and reconciliations with the master list.
- Produce regular stock reports and reconciliations.
- Follow health and safety procedures at the store.
General Service and Office Administration:
- Oversee all administrative functions and activities for the Ethiopia Country Program.
- Manage FHI 360 resources and equipment, including machines, buildings, and furniture, and ensure they are in good order and adequate for the country program.
- Maintain basic security standards for all offices and accommodations, such as fire prevention, first aid kits, and evacuation procedures.
- Provide logistical support to workshops, meetings, and visiting delegations as requested by the event coordinators.
- Pay utilities such as water, electricity, and telephone bills on time and ensure their availability.
- Keep the office clean at all times.
- Dispose of old and nonfunctional assets in a timely manner.
- Supervise the central filing system and keep all contracts, agreements, and vehicle documents under lock and key and confidential.
- Review and negotiate lease agreements for offices and liaise with the office lawyer on various legal issues.
- Collaborate with the regional security and safety team to conduct security briefings for all staff/visitors arriving at the site/country for the first time.
- Review and update the FHI 360 Security Management Plans for the country regularly in accordance with the FHI 360 schedule and ensure compliance by all staff.
- Conduct logistics, administrative, and security assessments for all new projects and establish systems for new locations and interventions.
- Liaise with external stakeholders and promote the office image.
Team Leadership:
- Assess the training needs of FHI 360 staff in supply management, office management, warehousing, and fleet management.
- Coordinate with the Human Resources Manager and Finance and Operations Director to organize relevant training programs.
- Provide direct supervision to the Senior Procurement Officer, Logistics Management Officer, receptionist, and receptionist, and indirect supervision to the Drivers, office assistants, regional drivers, and store personnel.
- Carry out other duties as assigned by the supervisor.
Applied Knowledge & Skills:
- Comprehensive knowledge of administrative procedures and office practices
- Excellent oral and written communication skills. Build strong relationships with management, employees, vendors, and affiliates
- Strong critical thinking and problem solving skills
- Demonstrated project and technical leadership skills
- Customer service oriented with emphasis on hospitality services
- Ability to influence, motivate and negotiate to ensure safety standards are being met.
Problem Solving & Impact:
- Works on problems of diverse scope that requires analysis and evaluation of identifiable factors.
- Exercises judgment within defined policies and procedures in selecting methods and techniques for obtaining solutions.
- Decisions made generally affect specific functional areas with cost and failure to achieve short term goals of the company.
Supervision Given/Received:
- Manages staff to meet departmental and organizational goals.
- Accounts for the budget, methods, and training of staff to achieve results.
- Develops and recommends solutions to meet internal and external needs of the company and department.
- Typically reports to Finance and Operation Director.
Education:
- Bachelor’s Degree or international equivalent in BA/MA Degree in Business Management/Supplies Management/Public Administration or Related Field.
Experience:
Typical Physical Demands:
- Typical office environment.
- Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
- Ability to sit and stand for extended periods of time.
Technology Requirements:
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Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
Closing date : August 20th, 2023