Operations Officer

Background

AIDS Healthcare Foundation is a global not-for-profit organization that provides cutting-edge medicine and advocacy to more than 1.6million patients in 45 countries and is headquartered at Los Angeles, California, USA.

Since 1987, AHF has cared for thousands of people living with HIV and AIDS worldwide. As we create and implement unparalleled programs in new communities globally, we expand delivery of healthcare and influence over strategies with the sole aim of saving more lives.

The organization is looking for experienced candidate to its Country Office, where it is providing programmatic leadership and support on HIV/AIDS prevention, treatment, and care, for the following position.

Position Summary:

The Operations Officer is responsible to oversee all operational and administrative activities of the Country Program to facilitate efficient implementation. The scope of responsibility includes general office administration, procurement, logistics support, fleet management, property management, organizational security, ensuring compliance to AHF policies & procedures, etc. The Officer is expected to work closely with the Finance & Administration Manager, the Medical Director, and the Country Program Manager in support of the overall program growth of AHF-Ethiopia.

Essential Duties and Responsibilities:

• Provide support and integrative coordination in the planning, development, and implementation of AHF Ethiopia program administration
• Lead implementation of supply chain, including logistics, transport and fleet, assets, security, estate, office administration, risk management, and support program growth and expansion in the Country
• In liaison with the Finance and Administration Manager, develop and maintain a database of country suppliers and service providers, and ensure timely procurement & delivery of goods and services.
• Oversee AHF estates in the country through routine & timely renovations, repairs, and maintenance; supervision of construction works, timely payment & continuous supply of utilities.
• Ensure regular servicing/repair of equipment and inventory and report any shortfalls to the Supervisor.
• Support the timely submission of assets for Insurance cover and report regularly to the Finance and Administration Manager any discrepancy or due dates in accordance with AHF policies & procedures
• Ensure safety and security of AHF staff and assets in all sites of operation  in the country
• In liaison with the Finance and Administration Manager, ensure proper asset management through regular update of the Fixed Asset Register, track asset movement and relocations, identify/notify management of assets due for disposal
• Participate in periodic external audits through preparation and support & ensure implementation of operational audit recommendations in accordance with AHF resources in the country
• In Liaison with the Finance and Administration Manager, ensure timely payment of rent and renewal of contracts, MoUs, and operational licenses
• Oversee and support monthly stock taking and submit monthly stock reports to Finance and Administration Manager and Medical Director, and promptly report any discrepancy
• Ensure timely maintenance of vehicles and equipment, coordinate and manage all transport and vehicle movement. Management of vehicle logbooks, management of fuel coupons and preparation of fuel consumption to inform Finance and Administration Manager of any discrepancy/anomaly
• Participate in identification, quantification, monitoring and review of operational risk management policies, systems, and programs in accordance with the AHF guidelines to mitigate operational risk in the country and report to Finance and Administration Manager.
• Ensure that the AHF culture is maintained within the program and that transparency, accountability and effective use of program resources is maintained.
• Managing and promoting AHF's accountability framework and fraud/ethics procedures.
• Properly manage outsourced services to properly manage the contracts with regard to quality service delivery and compliance with contractual terms. This includes contracted HR agencies, security agency, cleaning agency, etc.
• Gives directions, work orders, and plays regular supervisory roles to staffs under administration, finance, and IT departments
• Provides assistance in human resource administration activities that are related to employment, documentation,  personnel file management, etc.
• Execute additional operations related responsibilities, whenever need arises, as assigned by the Finance and Administration Manager or Country Program Manager

Education, Qualification, and Experience:

• Masters level education (or minimum of Bachelor’s Degree) in Business Administration/ Business Management or Supply Chain Management or Procurement and Logistics Management or any other relevant discipline from a recognized College or University
• Background or experience working on accounting & finance would be an added advantage
• Minimum of five (05) years’ continuous experience of working in a field directly related to operational duties and specified responsibilities in the NGO sector, grounded in administration and management services of health-related organizations.   
• Experience in managing various operations for INGOs
• Demonstrable organizational, planning, technical, and ICT skills including proficiency with word processing, spreadsheets, and PowerPoint, internet search, and electronic mail
• Communicate efficiently and effectively both verbally and writing with good command of English and Amharic languages
• Ability to work under pressure in a fast-paced environment is essential
• Willingness to travel including regular visits to sites
• Sensitive to patient population and issues surrounding HIV/AIDS
• Effective time management and meeting deadlines maintaining quality
• Flexible, proactive, and able to organize work independently with minimum supervision
• Good interpersonal interaction skills and keen to work with good team spirit