Abala, Afar
Project HOPE The poeple to people health foundation Inc.
Project Hope, with its prime partner Amref Health Africa and partners, IntraHealth International, and General Electric (GE) implement the USAID Transform: Health in Developing Regions project. The overall goal of the project is to reduce morbidity and mortality among mothers and under five children in Afar, Benishangul-Gumuz, Gambella and Somali regional states. The project aims to increase the utilization of quality, high impact, reproductive maternal neonatal and child health and family planning services and support the Government of Ethiopia’s overall progress in ending preventable child and maternal deaths.  POSITION SUMMARY: The Operations Associates is responsible for the day-to-day general financial and administration of the cluster office. S/he is mainly responsible for providing office Assistance, Finance Assistance and Event Assistance functions. S/he   shall maintain accurate & up-to-date Office Supplies, Office Equipment’s, Files, Documents and Records. Handle timely Collection and Distribution letters and Courier’s dispatches.  S/he assist in field level workshop activities by providing supplies, stationarities, and disbursing cash to workshop participants.  The Operations Associates works under direct supervision Finance and Admin Officer with some travel movement to field areas.   1)    Administrative Tasks Lead Cluster office operations tasks such as assisting supervisor support activities.Responsible for micro-procurement of equipment and office supplies, Maintain office documentations, files and records.   Arrange copying, printing, binding, scanning and storing electronic documents.Ensure timely collection, prompt distribution, and dispatch of incoming and outgoing letters and courier’s dispatches. Booking of flights and accommodation for cluster office staff as required. Ensure the timely submission of travel authorization and advance settlements. Maintains and updates Office supplies records (bin card) and inform for timely replenishment of inventory by Anticipating requirements; Monitor supplies movement in the store. Prepare store receiving, Issue voucher and handover supplies to employees or work stations.Maintains and updates Office Equipment’s records. Attach Asset Tag number to all Equipment. Participate in physical count of equipment. Follow up proper functioning and maintenance of the office equipment’s (Printers, Scanner, Computers, Fax machine, Telephone, Generator, Toilet or  Water pump) Follow up cluster office facilities (utilities, cleaning, security, renovation) 2)       Financial   Tasks Prepare office petty cash requests, make timely payment and summarize expense for replenishment and sign off by supervisor. Prepare monthly fund request, pay office expenditure and prepare monthly expense summary and sign off by supervisor.Prepare Expenditure summary report for cluster office and submit for timely advance settlement to main accounting office.  Handle payment for vehicle fuel credit cards/coupon. Verify fuel consumptions with log sheet and prepare monthly expense summary and sign off by supervisor. Prepare and request monthly work advance for cluster office.  Prepare Payments for invoices to be paid cluster office in a timely manner.  Check and reconcile advance requests for cluster office staff and liaise with supervisor for timely settlement of outstanding advance. Initiate the monthly cash count and reconciliation with the supervisor.Maintain accurate banking records, perform bank payment orders and deal with bank branch on financial matters. Assist in preparing and duplication forms, and organize cluster office financial records.   Assist all payments are made timely and supported with adequate documentation.Handle regular scanning of financial records. Maintain up-to-date electronic files of financial vouchers to be send to headquarter. 3)       Field Event Organization  Welcoming Guests and Identifying eligible participants at the start of the event. Receiving invitation letter and transportation receipts.  Registering participants and follow up daily attendance.  Providing relevant supplies, stationaries and training materials.  Follow up with hotel for timely and proper service delivery. Ensure security of properties on training hall.  Confirm and Sign on hotel bill and invoices.  Effect payments to participants, trainers and hotels at workshop. Provide withholding tax receipt up on deductions as per the tax law. Organizing training expenditures documents and prepare expenditure summary. Seek review of training expenditure by program coordinator and get approval by budget holder.  Deposit excess cash to project hope bank account immediately. Submit training advance settlement to finance unit timely. 1)       Others Maintain cooperation among support staff at all times.  Perform other related tasks as assigned by the immediate supervisor