Program Officer – Operation / Operation Officer

Job Description

 Summary

Cuso International is an international cooperation and development organization that works to create economic and social opportunities for marginalized groups. Together with our partners, we are focused to advance gender equality and social inclusion, improve economic resilience, and deliver progress on climate action.

With a funding of Global Affairs of Canada, Cuso International has designed UGIRLS2 Project to promote access to higher education for high school girls and to address a number of barriers that impede adolescent girls’ education in Benishangul Gumuz Regional State, Ethiopia. The project will enhance academic, social and soft skills for adolescent girls, including those with disabilities, and strengthen the capacity of teachers and education institutions to deliver quality and gender-sensitive education. The initiative seeks to adopt a holistic and transformational approach to address barriers to girls’ higher educations, including through community engagement. Cuso International will implement this project in partnership with Institute of International Education (IIE) in selected high schools of BSG Regional State.  As the PO – Operation, you will be responsible for the implementation and successful delivery of Cuso International’s UGIRL 2 Project in the Country Program Office (CPO), ensuring that project activities are implemented on time and accurately.

The post holder will have the key role in providing a range of operational, administrative and coordination supports for the effective implementation of UGIRLS2 project and other CPO programs. This will include managing all procurement,  logistic and operational supplies of the projects as well as ensuring effective coordination support to the program and volunteer professionals. The post holder will also work with the CPO team, partners, other field and HQ based staff to actively contribute to the strategic development of our operational and administrative functions, effective documentation and utilisation of program resources.

KEY RESPONSIBILITIES:

Program Coordination and Administration Support

Volunteer Administration and Support

• Arrange accommodation and transport for volunteers, partners and Cuso International employees visiting the country office on official business, as required;

• Ensure standards are maintained, due diligence processes carried out with regards to suitable and safe accommodation for international volunteers and office space;

• Provide pastoral support to international volunteers in terms of their health, welfare and personal situations as and when required and involve relevant staff to take appropriate action;

• Provide agreed financial and logical support to international volunteers in terms of household furniture / utensils purchase, supplies and in-country transportation / flight;

• Serve as the focal point for volunteers and partners for all administrative and logistical queries and issues;

• Manage and follow up volunteers’ accommodation contracts and responsible for preparing, managing, and updating all fixed assets provided in volunteer accommodations;

• Liaise between volunteers and landlords to resolve any accommodation related maintenances / problems;

• When required, manage the process of online visa request and resident permits for international volunteers, as well as when there is a need for HQ staff / international partners;

• In collaboration with other staff, take appropriate action to ensure volunteers’ safety at all time and especially in times of civil unrest and/or natural disaster;

Other Duties:

• undertake specific additional responsibilities from time-to-time, as may be agreed upon with your line-manager;

• Provide cover to other staff as needed.
• Attend meetings and contribute to relevant discussions of program development; 

• Prepare and manage vendors list, procurement policies and organize and deliver receipts and any supporting documents to the finance team on a timely basis;
• Provide all project supplies according to the approved and properly requisition and documents on time;
• Manage procurement for the office including tender announcement, quotation collection, organization of selection process, purchase and delivery;
• Prepare and maintain individual project beneficiaries and program partners database to account all in-kind and in-cash grant supports on a regular basis;
• Oversees schedules of in-kind and cash distribution for project target beneficiaries are conducted as per the signed contribution agreement with GAC;
• Prepare a monthly report on performance of acquiring and distribution of supplies to direct project beneficiaries and partner organisations; 
• Provides support to Project Mangers in organising meetings, partnership workshops, or volunteer’s placement assessments and crosscheck the relevant Cuso International standard documents are organised to be used in the organised events;
• Provide logistic assistance in running workshops / trainings and conduct payment for participants when appropriate; 
• Based on the request made by program staff, responsible for establishing and managing budgets for project support, procurement and logistics support
• Supervision and performance managing of suppliers or services providers contracted to support the Cuso Office and projects;
• Prepare accurate databased for in-kind requests, set specifications of requests, purchase requests, and distribution of suppliers for partners and project beneficiaries;
• Manage the CPO store and do regular inventories stocks and timely distribution of assets as planned
• Manage, update and maintain an accurate inventory of all fixed assets within the CPO and ensure the assets have appropriate insurance;  
• Maintain accurate office transportation records, ensuring vehicles are regularly serviced, have appropriate insurance and other legal documentation requirements, and that they are used in line with established procedures;
• When required, manage the process of online visa request and resident permits for international volunteers, as well as when there is a need for HQ staff / international partners;
• Ensure and monitor general office maintenance and the smooth functioning of all fixtures, fittings and equipment;
• Prepare and submit monthly procurement report to Ethiopian Revenue and Customs Authority using TASS online system;

Job Requirement

Essential

• Degree in Procurement and Supplies Management, Business Administration, Supplies or a related field 
• Minimum of five years of work experience in the area of procurement and supplies management and/or project operation support;
• Experience providing excellent customer service;
• Excellent in time management and creating and managing appropriate Management Information System of supplies and distribution of assets;
• Efficient communication skills (verbal and written);
• Excellent interpersonal skills, including the ability to listen, be patient and diplomatic;
• Excellent time management, planning and priority setting skills, and demonstrated initiative;
• Effective, constructive and creative problem-solving abilities;
• Professionalism, diplomacy and ability to exercise discretion and maintain confidentially;
• Flexibility to adapt to new situations with a positive and professional attitude towards working within the organization’s standards;
• Ability to deal effectively and professionally with people from a variety of cultural and national backgrounds;
• Commitment to teamwork;
• Attitudes and behaviours that demonstrate respect for diversity;
• Demonstrated commitment to volunteerism;
• Proven commitment to mainstreaming Gender and equality issues within work.
• Proficiency with Office Suite (Windows, Word, Power Point, Outlook) database and internet;
• Ability and willingness to work irregular hours and frequent travel to project locations. 

Desirable

• Working experiences in general education sector, especially supporting girls’ education and community mobilisation,
• Interest and/or knowledge of International development issues (Gender, Climate change)
• Basic financial and budgeting skills
• Experience of dealing with national and local government departments
• Experience of working in a non-governmental or not-for-profit
• Knowledge of the national supplies and procurement management standards and ethical requirements;