Addis Ababa
ALIGHT
Hello Hello! Alight is recruiting an Operations Officer to be based in the Addis Ababa Country office. You’re interested in joining us? Welcome, we’re happy you’re here! If you join us, you will find… A team with deep experience in co-designing solutions that create new value around the world. We know we need to always be better, and we believe in the power and abundance of everyday people, everywhere, to change the world with us. A culture of radical accountability to our customers –as we help build a meaningful life for and with the displaced, we ask them what they want and then deliver on it. Alight (formerly American Refugee Committee) is an international non-profit organization with its headquarters located in the United States. Alight has provided humanitarian assistance to millions of beneficiaries in 29 countries over the past 40 years, currently reaching over 10 million refugees, IDPs, and disaster-affected communities in 17 countries around the world, helping people regain control of their lives after conflict and natural disasters. Alight maintains full-fledged humanitarian programs in Somalia, Uganda, Rwanda, Sudan, South Sudan, the Democratic Republic of Congo, Pakistan, Thailand, and Myanmar. Alight is currently in the process of responding to humanitarian situation in Ethiopia. Alight focuses on lifesaving humanitarian interventions as well as recovery and resilience building programs designed to create lasting positive change in the lives of vulnerable people. Alight works closely with displaced persons, returnees, refugees and communities affected by natural and man-made disasters, providing a range of integrated assistance including primary and curative health care, water and sanitation, protection services, restoration of strategic health and water infrastructure, dignified housing for returning refugees, and sustainable job creation. Alight has also built strong relationships with development partners, agencies, as well as federal and local governments in order to approach challenges in an inclusive and holistic manner and come up with innovative solutions that best fits the local context. PRIMARY PURPOSE OF THE POSITION: Under the direct supervision of the Senior Operations Officer, the Operations Officer will support Procurement, Administration & Logistics management at Alight Offices. The Operations officer will be based in Addis Ababa and will assist in the coordination of Procurement and Logistics tasks, duties responsibilities and administration issues for ALIGHT Ethiopia Addis Ababa Head office and field offices and will make sure that all programs supported in Addis Ababa are fully supported timely and accurately in all type of procurement and logistics needs. MAJOR/KEY RESPONSIBILITIES OPERATION MANAGEMENT Provide support to the Senior Operations officer during preparation, planning and implementation of activities in line with ALIGHT ’s policies and procedures.Assist in preparation of work plans, monitoring and review of project implementation to ensure that all operations activities are carried out in line with the plan and raise any concerns with Senior operations Officer.Provide guidance and advice to project staff in the areas of operations and administrative matters; arrange meetings on day-to-day project matters.Maintain record, prepare, and submit monthly report to Senior operations Officer by 2nd of month.Directly supervises outsourced staff (including cleaners and security guards) and ensures maximum compliance with applicable standard operating procedures and policies. Maintain lease, Inventory/Assets, vendor contracts schedules and ensure timely renewals are done. PROCUREMENT Assist in the preparation of tenders, drafting and review of letters of agreements and contracts to ensure the successful and timely implementation of projects.Participate in negotiations with suppliers that are transparent and documented.Support in coordinating with other departments including finance, grants, and program to ensure smooth and timely procurement.Support in carrying out of periodic assessment of Market for The Purpose of matching with budget on planning and ongoing Projects. ASSET MANAGEMENT Maintain Alight goods and property register of the organization and ensure updated distribution lists are maintained as per Alight Asset management standards and liaise with the finance department or delegated for verification. Lead the biannual and annual physical count of inventories in all Alight offices and stores (National and Field offices). Support the preparation of the disposition plan as appropriate up on close out of projects. LOGISTICS &FLEET MANAGEMENT: Coordinate international travelers’ visits including in-country support such as hotel booking, arranging transportation, etc. Support the Senior Operations officer to coordinate and arrange transportation and distribution of different materials and ensure that the team on ground receives all delivery documents. Support in ensuring Alight policies and procedures is well documented, understood, and adhered to by drivers, and passengers. Directly supervises drivers by making sure that they are following applicable standard operating procedures and policies. Communicate and coordinate with rental vehicle vendors to make the necessary arrangement as per requests. Plan and program the preventive maintenance of vehicles and see to it that all vehicles are serviced as per schedule. Monitor overall fleet utilization, fuel consumption, and follow up on irregularities, including Preparation and consolidation of monthly consumption reports and provide a monthly report to the Senior Operations Officer for analysis. And any other duties assigned by the supervisor and or management.