Admin & Store Operation Assistant - NGO jobs in Ethiopia (2024)

SNV is a mission-driven global development partner working in more than 20 countries across Africa and Asia. Building on 60 years of experience and grounded in the 2030 Agenda for Sustainable Development, we work on the core themes of gender equality and social inclusion, climate adaptation and mitigation, and strong institutions and effective governance. Together with our team of over 1,600 people, our mission is to strengthen capacities and catalyse partnerships that transform the agri-food, energy, and water systems, which enable sustainable and more equitable lives for all.

For more information on SNV’s operations, visit our website:www.snv.org.

Purpose of the job

Admin and Store Operation Assistant is part of the Regional Operations team, within SNV SNNP and Sidama region, which focuses on providing operational support services in the region to ensure the availability and quality of administration and logistics to fully support SNV operations.

She/he acts as a service provider, supporting all projects in operation support functions by ensuring a timely response to the projects and the client community.

Administration

• Receive visitors and calls, handle their inquiries, and direct them to the appropriate persons according to their needs and updated visitors’ list tracker.
• Maintain scheduling and event calendars and assist on booking meeting rooms and events if any
• Support operation team on taxi booking and payment preparation at regional level
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material
• Support regional operation team on receiving tender documents according to SNV standard procedure.

Stock Management

• Ensure that all goods in regional office packed safely and segregated according to their nature.
• Manage regional stock data and tracking systems in accordance with SNV standard procedures.
• Always Ensure physical stock in the stores tally with book balances. Organize the loading, unloading and stocking of all stores when stock arrives or is to be taken out.
• Ensure all stock is in its correct positions and easily accessible.
• Updating of stock/bin cards and system on a daily basis; share the updated report with the ROM and SNV AA office on weekly basis
• Ensuring that all stores paperwork and ERP system is completely updated, Internal Requisition Forms, Goods Receipt Notes, Goods issue notes, Packing Lists and any other documentation according to SNV Storage procedure.

Asset Management

• Manage asset inventory and tracking systems in regional office and submit report to Addis Ababa SNV office.
• Keeps track of all asset and equipment movements and updates asset and equipment registers in SharePoint and ERP.
• Ensure Asset tags for every asset in the region with consultation SNV Addis Ababa office.
• Any other task as assigned by the line manager or their direct line management

Cleaning

• Ensure cleaning of all stores and office should be done daily.

Security of Stock and Office

• Ensure that all stocks are secure and stock levels are per their level on the appropriate bin-card/Stock cards and other Stprage documentation.
• Ensure that the stores and office are in a lockable state and quickly report on any insecurities on the stores
• Ensure proper cleaning and safeguarding of SNV Amhara regional office

Issue handling

• Answers questions with regards to one or multiple operational services, within set guidelines and procedures. Ensures issues are escalated in a timely manner through the right channel when necessary, to ensure full operational support.

Data handling

• Ensures data filing and administration on a specific operation support service. Processes, organises, checks and (if applicable) analyses data by applying routine working methods. Signals abnormalities, monitors and reports on overall provision of services, to ensure consistency in delivery against service standards.

• Diploma in relevant discipline with higher thinking level with relevant experience (1or 2years) in operations and procurement activities
• Good knowledge of purchasing systems
• Knowledge of Donor funding regulations
• Good written and spoken English
• Excellent skills in purchasing techniques within the context of this position
• Good computer skills: Excel, Word, the purchasing system and SAP BD system
• Attention to details
• Ability to plan with good organizational skills, including prioritizationand ability to work under pressure
• Initiative and ability to follow up on issues
• Good reporting and communication skills

Competencies

• Initiative
• Problem analysis
• Accuracy
• Adaptability

Contract Type: National

Expected start date: As soon as possible

Duty Station: Hawassa

Contract Duration: Seven months with the possibility ofextension based on performance and budget availability.

How to Apply

Ifyou believe that your credentials meet the outlined profile, we invite you to apply by uploading yourCV and a letter of motivationbefore/on the3rd of June 2024.Please submit your application only via: Smart Recruiters/I’m interested.

All information will be in the strictest confidence.

If we see that your experience and skills match the requirements of the position, we will contact you to advise you of the next steps in the recruitment process.

SNV is an equal opportunities employer and female candidates are encouraged to apply.

Working at SNV

SNV offers a challenging work environment, opportunities to lead and innovate, and a commitment to growing your skills in a fulfilling and diverse working environment. Our staff benefit from and contribute to, an internal and global network of experts.

Vetting

SNV carries out rigorous background and reference checks concerning possible safeguarding incidents for all candidates applying for International determined positions. As SNV participates in the Inter-Agency Misconduct Disclosure Scheme, all reference checks include a request to past employers to fill in a questionnaire regarding Misconduct (sexual exploitation, sexual abuse, or sexual harassment), the “Statement of Conduct“. This Statement of Conduct adopts the definitions used in the Scheme.