Operations Assistant ( Consultant for six months)

Background:

John Snow, Inc. (JSI) is a public health management firm, headquartered in the United States, dedicated to improving the health of individuals and communities throughout the world. JSI has been implementing public health work in Ethiopia for over 25 years.

JSI is implementing the five-year Digital Health Activity in Ethiopia, which is funded by the United States Agency for International Development (USAID). The purpose of this Activity is to support the Government of Ethiopia (GOE) to improve the quality of health services and create a sustainable health care system through the use of data for decision making, as well as to provide similar services to other countries in Africa or to respond to a crisis in Ethiopia (as needed). The primary objectives of the Activity are to 1) support information technology systems and data repository at all levels; 2) build a culture of data use; and 3) improve capacity and governance of MOH health information systems management.

We are looking for Operations Assistant who will support the procurement, logistics, warehouse and related operations activities, including supporting procurement, logistics, warehouse officers, handling donation items reconciliation and the like. S/he will also serve to review payment requests of procurement and logistics, review of supportive documents and respond to feedback required issues. 

Job Title: Operations Assistant  

Position Type: Consultant

Reports to: Procurement and Logistics Manager

Posting Location: Addis Ababa

Duration: 6 months

Responsibilities:

Specific responsibilities will include, but not be limited to, the following:

● Prepare a draft Request for Quotation as per approved Purchase requests and submit to respective person;

●   Follow up of vendors on timely submission of proforma invoices;

●   Prepare a draft Purchase Order and submit to respective person;

●  Conduct Visual compliance screening;

● Assist in communicating suppliers on delivery of items, checking items during delivery and GRN preparation;  

● Scanning and filing of different procurement/logistics related documents;

●  Facilitate signature on different procurement and other required documents;

●  Record current market prices for different category of goods/services and prepare for budget information;

● Draft vehicle maintenance request letter and maintain documentation along with vehicle history;

● Provide support and work closely with the procurement and logistics officer to review payment requests of different vendors, confirmation of supportive documents inclusion, incorporate feedbacks and follow up with finance on timely payments;

● Support in proof of delivery reconciliation from Y1 to YIV donation items and report clear information.

●  Work closely with ware house officer to maintain clear fixed asset records, identify any discrepancies and resolve by providing supportive documents;

● Perform any other duties as required and/or assigned.

Qualifications:

Applicants for this position should possess the following qualifications:

●  Diploma or higher education in office management, business management, logistics or related field

●  At least three years’ experience in NGO sector especially in the areas of procurement / logistics support or operations management, preferably with increasing responsibilities.

● Proficiency in computer software, such as Windows, Word, Excel.

●  Knowledge of computer networking systems, email systems, and internet.

●  Good communications and interpersonal skills

JSI/WEI is an Equal Opportunity, Affirmative Action Employer committed to workplace diversity. We are committed to providing equal employment opportunities for all qualified applicants and employees without regard to age, race, color, national origin, ancestry, creed, religion, gender, disability, marital status, sexual orientation, sexual preference, genetic information, political affiliation, or protected veteran status in any employment decisions. M/F/V/D.

JSI is a child-safe organization, and the safety and well-being of children is a priority of our organization. We have robust recruitment procedures to ensure that all staff are suited to work with the children served by our programs.