Associate Office Operations Manager - PSI/Ethiopia

PSI is a leading global health organization with programs in 67 countries targeting malaria, child survival, HIV and reproductive health. Working in partnership within the public and private sectors, PSI provides life-saving products, clinical services and behavior change communications that empower the world's most vulnerable populations to lead healthier lives.  PSI's core values are a belief in markets and market mechanisms for sustained impact; results and a strong focus on measurement; speed and efficiency with a predisposition to action and an aversion to bureaucracy; decentralization and staff empowerment at the local level; and a long term commitment to the people we serve. For more information, please visit www.psi.org.

PSI/Ethiopia, an affiliate of Population Services International, has developed national results-based programs in HIV prevention, reproductive health and child survival. Through evidence-based social marketing and health communications, PSI/Ethiopia strengthens public and private sector partners to help Ethiopia’s most vulnerable people to lead healthier lives. 

 JOB SUMMARY

The Associate Office Operations Manager is responsible to plan, organize and implement office functions and provide the necessary support to the PSI/Ethiopia team. The incumbent is responsible for efficient and effective management and coordination of proper office management, administration, facilities management, visitors management, hotel/accommodation booking, inventory and asset management and other administration related services of PSI/Ethiopia. S/he manages a team of over 10 staff, assists the headquarters and five remote area offices.  S/he reports to the Senior HR & Operations Director and has up to 3 direct reports.  

  

 ESSENTIAL FUNCTIONS

·     Coordinate daily office operations including mail management, handles visitors, provide logistics for project activities like meetings, workshops, conferences, VIP-visits, refreshments etc, office asset management, international and domestic travel and hotel accommodation arrangements, supervise petty cash, etc.

·     Coordinate asset inventory and tracking systems for all PSI Ethiopia assets in central office; and register & computerize; and provide support to  regional offices as necessary and ensure monthly reconciliation report on the asset records and physical counts, quarterly record updating on the overall asset management & control and perform by-annual asset physical count and reconciliation report.

·     Keep all institutional related licenses, leases and other administrative related contracts and ensure timely renewal of all licenses and contracts under admin, such as CSA, central and regional offices, expatriate house lease agreements and maintain an up to date file of all leases, copies of deeds, rental payments and other documents related to rented facilities and maintain a spreadsheet of details for all leases.

·     Oversee all office, office equipment and asset preventive  maintenance and repair to ensure all operations are working in order and ensure optimum functionality and use of all rented office space in terms of utilities (electricity, water, and communication - postal, telephone) and general upkeep of the premises (eg. cleaning, gardening, maintenance etc.)

·     Ensure all arrangements for visitors and staff visiting the Ethiopia Office are made and communicated in a timely manner and coordinate and provide support (accommodation, office and office equipments, telephone, etc) to international guests and visitors on arrival.

·     Oversee mini-store and ensure that all necessary formalities of goods received and goods issued are adhered to at all times and  all fast moving stock items are replaced in a timely manner ensuring continuity of supplies.

·     Supervise office operation staff, including updating job descriptions and MBO’s, and conducting routine planning, performance feedback and capacity building; and ensures timely provision of required , cleaning and security & safety materials and clothes of securities, office supplies and consumables.

·     Implement system for setting, tracking and reporting on key performance indicators (lead times, cost efficiency, etc)

·     Ensure that administration records and reports are routinely maintained, archived and protected as per PSI Ethiopia and donor requirements.

·     Perform other related duties as assigned by immediate supervisor and management of PSI/Ethiopia.

 MINIMUM QUALIFICATIONS

·     Bachelor Degree in Business Administration, Management, Accounting and/or Administrative Services.

·     Four years relevant experience in renowned and multi-cultural organization.

·     Supervisory skill, team building, problem solving, negotiations skills, effective verbal and listening communications,

·     Computer skills including the ability to operate spreadsheets and word processing programs at a highly proficient level

·     Strong organizational, planning and communication skills.

·     Strong service consciousness and logical analysis capability.

·     Good command of both written and spoken English.

·     Excellent team player.

·     Experience working with a donor-funded implementing INGOs.

·     Demonstrated professional initiative and follow-through.

Application Process:

Interested and qualified applicants can send their application to the following mailing address before/on April 25, 2014.

PSI/Ethiopia

HR Department, Application for Associate Manager, Office Operations position

P.O.Box 468 code 1250

Addis Ababa

Applicants can also drop applications to the receptionist at our Head Office located at Bole Medhanealem area, around Edna Mall Cinema, in front of Harmony Hotel.  No Phone calls please.

Applicants are expected to submit updated CV with cover letter and copies of all other education and work certificate credentials.

PSI is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of race, religion, national origin, sexual orientation or disability.