Operation Assistant

Job Description

The Center for Victims of Torture (CVT) is an international nonprofit organization dedicated to providing trauma rehabilitative services to survivors of gross human rights abuses, including torture, and works toward a future in which gross human rights violations cease to exist and victims have hope for a new life. We are headquartered in Minnesota, USA with offices in Africa and the Middle East. We work locally, nationally, and internationally through programs that provide trauma rehabilitative services, conduct technical assistance and capacity building to human rights activists, civil society organizations, and local service providers around the world who can prevent and treat gross human rights abuses, and advocate for human rights and an end to gross human rights violations.

This position is related to a program designed to address the mental health needs of torture and trauma survivors living in Alemwatch refugee site, Dabat, Amhara Regional State, and conflict-affected populations in surrounding areas through direct services and capacity building of refugee and national staff.

The operation Assistant based in Debark will report to the Logistic officer. She/he will play a key role in ensuring smooth operation of the CVT Ethiopia’s field operation in Dabat, ensuring uniform and correct application of internal financial and human resources policies and procedures within CVT Ethiopia.

Main Responsibilities

Logistics related Tasks: 

• Maintain store for supplies, and issue them to appropriate staff when requested/authorized.
• Identify issues and materials in need of repair and maintenance in Debark & Alem wach healing centers by visiting sites and speaking with the staff, and notify Logistics Officer of these needs so that necessary repair and maintenance can be provided; 
• Assist Logistics Officer in obtaining bids, or conducting market search, and in procuring most appropriate goods/services given the cost and quality, with necessary authorization. 
• Assist Logistics Officer in procurement of goods/services, identification of service providers, transportation of materials and service providers, distribution of procured items, and other routine activities in Debark & refugee sites
• Ensure compliance with Ethiopian, donor's and CVT's requirements on procurement processes and documentation. 
• Coordinate with suppliers to ensure there is adequate and continuous supply of water, electricity, internet, etc. in CVT offices 
• Supervise the work of service providers in Debark & Alem wach refugee sites, so as to ensure quality of work to supply and to maintain CVT premises and equipment in good order
• Ensure accommodations are prepared for visitors in consultation with Logistic officer
• Provide backstopping for general office support tasks, including assisting on inventory management, store management, and other tasks assigned to him/her by Logistics Officer. 
• Maintaining proper records of inventory management system and reporting stock level before reached minimum balance.
• Performing any other additional tasks given by his/ her supervisor  

Finance Related Tasks:

• Maintain Petty Cash account in Debark, and disburse necessary cash for expenses including but not limited to utilities in Debark, refreshments/lunch/per diem for training and program activity participants, etc. upon verification that necessary authorizations are obtained and services/goods are received.
• Ensure all necessary documentations are gathered for expenses made through Debark, Petty Cash, and submit them timely to the Fin/HR Officer in Debark.
• Ensure all necessary documentations are gathered for expenses made through Debark Petty Cash, and submit them timely to the Fin/HR Officer in Debark
• Handle incentive staff and daily labor related payment in consultation with Fin/HR officer
• Maintain Proper documentation system of financial documents in hard and softcopy
• Tax reporting on monthly basis timely
• Custody of books of records and materials that helps to do his/ her regular works.
• Conducting petty cash count with Finance and RH officer based on CVT standards

Human Resources related Tasks:

• Distribute, verify, and collect timesheets for all Debark, and camp-based staff;
• Keep track of Debark, and camp-based staff leave and other absences; and
• Assist in recruitment process, including posting advertisement, contacting candidates, monitoring exams, and organizing interviews and facilitating induction for new staffs
• Ensure implementation of CVT policies, including working hours and workplace behaviors.
• Distribute, verify, and collect timesheets for all staff.

Other Office Support Related Tasks

• Receive visitors to the CVT compound in Debark, and link them to appropriate staff;
• Deliver office correspondences in Debark, and
• Maintain library of various CVT policies and forms for staff use.
• Maintain store for supplies in Debark, receive materials delivered, and issue them to appropriate staff when requested/authorized while documenting all transactions, as well as keeping track of and reporting the Logistics Officer the remaining balances;

Department: Administration

Duty Station: Debark, North Gondar, Amhara, Ethiopia

Supervisor (Administrative): HR/Fin officer

Supervisor (Technical):  Logistics officer

Terms of Employment: Initial contract through July 31, 2023 (60 business days of probationary period) and with a possibility of continuation thereafter depending on the funding availability.

Job Requirement

Required Qualifications  

• BA degree in business Management, Marketing Management, Accounting, logistic and supply chain management or other related Fields. with a minimum 1 years’ experience in a similar setting for INGOs, or Diploma in the above-mentioned subjects with a three years’ experience in a similar setting for INGO’s may be considered.
• Excellent computer skills, especially strong proficiency with Microsoft Excel and Word. 
• Must be fluent in Amharic and English, written and spoken, Proficiency in Tigrigna is additional asset
• High level of attention to detail. 
• Able to work independently, self-motivated. 
• Good team player: able to take direction and work collaboratively with others. 
• Flexible and able to adapt to change.