Operations Support Officer

Job Description

About the Role – Purpose:

The purpose of the position is to support in the management of HR, administration (facilities), and logistics activities in line with professional principles and concern Worldwide’s rules and regulations.
Understand and adhere to the rules and regulations of (Transport, procurement and warehouses policy) as per internal policies and procedures.
Ensure vehicles are serviced periodically as per Concern transport policy.
Ensure that all vehicle maintenance expenditure is accurate and in accordance with financial policy.
Collect daily and weekly transport plans from all teams and organize the transport in a cost efficient way
Monitor office and rented vehicles daily movements and ensure that resources are effectively used for concern interest only
Collect monthly log sheets for office and rented vehicles and evaluate each vehicles fuel consumption
Produce monthly transport report with all formations like: maintenance cost, fuel consumptions, availability, utilization, accident/incident and needed satisfaction
In case of accidents follow up necessary procedures (insurance company, traffic police, lawyer, reporting, visiting scene, etc
Make sure all the procurements process are as per Concern and Donor procurements guidelines.
Make sure all purchase files are maintained as per policy.
Update regularly the SR tracker and share with Addis procurement on a monthly basis.
Maintain correct stock records and make sure all relevant information are shown on the stock and bin cards as per Concern the warehouse and commodity management manual.
Produce monthly consolidated stock reports and carry out routine stock counts.
Ensure fixed assets in your location are updated and tagged as per Concern guidelines.
Make sure all agreements; vehicles maintenance, spare part and office rent are timely managed.
Maintain and update personnel files of all staff in your Woreda, including all documentation as required in line with concern HR manual. Manage and record staff annual leave roster and ensure all annual leave is used within the current year.
Manage and address all staff issues following the concern HR manual
Prepare timesheets on monthly basest
Provide the necessary materials and equipment to the project staff for their day-to-day activities
Monitor and follow -up on the performances(PDR) off all staff working in the Woreda
Maintain high standard of health and safety within the working environment
Maintain good working relationships in the workplace
Prepare and submit monthly HR reports
Perform other duties assigned by the line manager for the accomplishment of program objectives.
Specific Duties & Responsibilities:

logistics Responsibilities

HR and admin responsibilities

Additional Duties

Gender Equity

Ensure that all HR policies and procedures relating to Concern Ethiopia’s gender equality strategy are implemented
Ensure that all gender sensitive policies and procedures are fully adhered to during recruitment processes
Contribute to promoting a gender sensitive working environment within Concern Ethiopia
Emergency response

Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopia Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Safeguarding

Post holder must be able to seek appropriate advice, report concerns, and be confident to ensure that they have been understood.
Work and practice in a manner that seeks to reduce the risk of abuse, harm or neglect.
Accountability

Core Humanitarian Standard (CHS):

As relevant within this role, actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E).
Contribute to ensuring that the Feedback, Complaints & Response Mechanism (FCRM) is functional and accessible, that feedback and complaints are welcomed and addressed – with relevant staff whenever appropriate.
Contribute to the effective dissemination of information about the FCRM, safeguarding and expected staff behaviour among programme participants and communities (when this is feasible and relevant).
About You
Person specification:

Essential knowledge, skills and experience

BA degree or college diploma in accounting, management and related field of studies with related to the role.
Strong oral and written English
Computer skills.
2-3 years relevant experience
NGO experience is a plus.
Skills Required

• basic managerial skills.
• Technical and report writing skills
• Computer literate.
• Fluent spoken and written English.
• Good communication and interpersonal skill