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:

  • Typically requires 8-10 years of facilities management experience or hospitality and logistics industry

  • Minimum 10 years’ experience and 5 years’ proven experience as Administration and Operations Manager preferable in an NGO setting.
  • Excellent oral and written communication, troubleshooting, responsiveness, and customer service skills.
  • Drivers license required to drive to locations.
  • Must be able to read, write and speak fluent English.
  • Technology proficiency with Sharepoint, Microsoft Teams, Word, Excel, Power Point.  A plus, for Power BI, AutoCAD, Microsoft Project.
  • Preferred:  Project Management and Construction Management skills, Cherwell ticket system,
  • Experience with working with contractors.

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:

  • Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Application process

Closing date : August 20th, 2023