- Full Time
- Ethiopia
- Applications have closed
Concern WorldWide
Position 1: Senior Operation Assistant
Employment Type: Definite period
Salary: ETB 22,392.00
Job Purpose:
The role is focused on managing Concern Worldwide’s emergency health and nutrition response project, supported by WFP, in collaboration with HR/Admin/Finance, transport, and logistics activities. The position involves coordinating and managing the organization’s fleet to ensure efficient and effective operations at the office level, as well as providing comprehensive HR and administrative services at the woreda level.
Main Duties & Responsibilities:
Financial Responsibilities:
- Coordinate with team members to meet financial requirements for action plans and prepare reports for government, Concern, and donors.
- Perform standard financial tasks such as weekly and surprise cash counts, payroll checks, random price checks, and cash flow requests.
- Prepare monthly financial reports and ensure sufficient funds are available for planned activities.
- Adhere to monthly cash and bank book processes, field cash requests, and cash transfers.
- Cover for the cashier during their annual leave.
- Follow necessary accounting, documentation, reporting, and procurement procedures for purchases.
- Review daily financial payments in line with organizational policies, focusing on authorization levels and budget codes.
- Maintain close communication with HR and finance departments to ensure smooth program operations.
- Provide technical support to the cashier and review monthly staff payrolls.
- Verify external work completion before making payments.
Transport and Logistics Responsibilities:
- Adhere to Concern Worldwide’s transport, procurement, and warehouse policies.
- Ensure periodic servicing of office vehicles according to Concern and manufacturer guidelines, and verify repair and maintenance bills before payment.
- Collect and organize daily and weekly transport plans in a cost-effective manner.
- Monitor daily movements of office and rented vehicles to ensure resources are used efficiently.
- Collect and evaluate monthly log sheets for fuel consumption.
- Produce monthly transport reports detailing maintenance costs, fuel consumption, availability, utilization, and incidents.
- Follow procedures for accidents, including insurance, police, and reporting.
- Ensure procurement processes comply with Concern Worldwide and donor guidelines.
- Maintain procurement files as per Concern’s finance, procurement, and store guidelines.
- Regularly update the Supplies Request Tracking Sheet (SRTS) and liaise with the HO logistics unit.
- Maintain accurate stock records and ensure inventory processes are followed according to guidelines.
- Update and tag fixed assets as per Concern and donor guidelines.
- Ensure timely renewal of agreements for vehicle maintenance, spare parts, and office rent.
- Monitor and properly fill log books and vehicle charge-out sheets weekly.
HR and Admin Responsibilities:
- Maintain and update personnel files for all project staff, ensuring documentation aligns with Concern’s HR manual.
- Manage staff leave, including annual leave and other types of leave, according to Concern’s HR policies.
- Address staff personal issues following Concern’s HR guidelines.
- Prepare monthly timesheets and provide necessary materials and equipment to project staff.
- Screen, log, and route program-related correspondence, maintaining an effective follow-up system.
- Monitor and follow up on staff performance (PDR) in the sub-offices.
- Maintain high health and safety standards in the workplace and foster good working relationships.
- Prepare and submit HR reports.
Additional Duties:
- Perform other tasks assigned by the line manager to achieve program objectives.
Emergency Response:
- Participate actively in emergency responses, regardless of location, to help meet basic needs, alleviate suffering, and maintain dignity.
- Promote community participation and consultation at all stages of the project cycle.
- Ensure the Complaints and Response Mechanism (CRM) is functional and accessible, and address feedback and complaints.
- Disseminate information about CRM, safeguarding, and expected staff behavior to program participants and communities.
Safeguarding:
- Seek appropriate advice and report concerns confidently.
- Understand local safeguarding structures and arrangements.
- Practice in a manner that reduces the risk of abuse, harm, or neglect.
- Identify and refer associated persons, including carers, family members, and children at risk, to appropriate services.
- Document safeguarding concerns and maintain appropriate records.
Gender Equity:
- Understand Concern Ethiopia’s Gender Equality Strategy.
- Promote equal treatment and respect for all genders within Concern Ethiopia.
- Integrate a gender equality perspective into tasks and activities.
About You:
Person Specification:
- BA degree or college diploma in Accounting, Transport, Logistics, Management, or related fields.
- 3 years of relevant work experience for degree holders, or 5 years for diploma holders.
- Strong experience in finance, administration, logistics, and HR management.
- Proficiency in computer skills.
- Experience in NGO emergency projects is advantageous.
- Good communication and writing skills.
Required Skills:
- Logistics
How to Apply:
Interested applicants should send a non-returnable C.V. and application letter outlining their experience and education relevant to this vacancy. Please note, supporting documents are not required at this stage.
Apply through this link or in person at the CWW office in Mekelle, Tigray. Only short-listed candidates will be contacte