JOB TITLE: SENIOR OPERATIONS & ADMINISTATION OFFICER
REPORTING TO: COUNTRY DIRECTOR
LOCATION: ADDIS ABABA, ETHIOPIA
ASSIGNMENT LENGTH: One year with possibility of extension
ASSIGNMENT TYPE: Management staff
The Senior Operations and Administration Officer will oversee the administrative operations of the Population Council’s Ethiopia Country Office. He/she will work closely with the Country Director and the New York office to ensure smooth operations in the country office.
RESPONSIBILITIES:
1. In consultation with the Country Director, take the lead in communications and liaison with Charities and Societies Agency, managing compliance with local regulations governing NGOs.
2. Ensure timely submission of registration documents and reports as required by the agency.
3. In consultation with the Country director, undertake day to day communication with the legal advisor, ensuring that administrative actions and documents are in compliance with local laws and regulations and in the best interest of the Council.
4. Manage overall operational compliance within the country including liaison with Charities and Societies Agency, legal advisors, tax authorities, auditors and other government relationships within the country
5. Provide frequent updates to the County Director when he/she is out of post and/or act on his/her behalf when requested.
6. Sign official letters as delegated or requested by the Country Director.
7. Prepare contractual agreements with vendors and consultants
8. Facilitate the work permit or the County Director or any other expatriate staff as appropriate
9. Liaise with the NY office in preparation of paperwork related to consultancies or internships, as appropriate
10. Manage HR files for all employees ensuring that files are complete and paperwork is up to date. Report up to date staffing information to NY HQ and Country Director as required.
11. Participate and/or manage procurement activities in the country office, ensuring transparent and objective selection of vendors
12. Ensure that procured goods are acquired and oversee management of the storage facilitate.
13. Manage and maintain fixed asset list of the Population Council.
14. Manage travel arrangements of Population Council staff, and visitors to the Country Office, including flight bookings, visa letters, hotel arrangements, and in-country transfer
15. Manage recruitment activities of Population Council staff as well as termination and clearance requirements for outgoing staff
16. Ensure payment of required taxes as well as operational bills related to telephone, electricity, rents, etc. Ensure all insurance policies are up-to-date.
17. Supervise office support staff including receptionist, messenger cleaner, drivers, etc.
18. Manage office vehicles and ensure proper use of Council resources, including vehicles.
19. Other duties as may be assigned by your supervisor
QUALIFICATIONS:
1. Bachelor’s degree in Business Administration and a minimum of 12 years experience. Experience in accounting is considered an asset.
2. Professional experience working in a public health related international organization.
3. Experience working with the international organization, including communications with overseas HQ
4. Detailed knowledge of USAID policies, procedures, and regulations is strongly required.
5. Strong organizational skills, attention to detail, and ability to work both independently and collaboratively with Ethiopia Country Director and national and international colleagues
6. Ability to work and in a fast-paced, multi-cultural environment
7. Expertise with MS Office applications (Word, Excel, Access, Outlook, PowerPoint); and web-based communications platforms. Advanced Excel skills preferable
8. Proficiency in written and oral English is required
9. Willingness to travel both within country and overseas
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