Officer- Project Operations – CARE Ethiopia

Business and Administration, Logistics, Transport and Supply Chain, Purchasing and Procurement

CARE Ethiopia

CARE Ethiopia

CARE started working in Ethiopia in 1984 in response to severe drought and famine that devastated the population and claimed the lives of nearly one million people. Since then, the organization’s activities have expanded to address the root causes of poverty and vulnerability.

In 2008, CARE Ethiopia’s office moved from a project-based approach to a more focused and strategic program-based approach. Over the eight years since that transition, CARE Ethiopia has implemented a series of programs with successful outcomes, while simultaneously impacting the policies and practices of government, serving as a thought leader amongst NGOs, and bringing transformative change to rural communities. These broader and deeper impacts go beyond the direct impacts of its programs and are a result of CARE Ethiopia’s overall country strategy, which enables CARE to design for scale.

CARE Ethiopia works in various sectors but has particularly targeted the following:

·         Food Security and Resilience

·         WASH         

·         Nutrition

·         Sexual and Reproductive Health and

·         Emergency Response as cross-cutting (focusing on the above sectors).

CARE is an international NGO with local staff and community partners in more than 90 countries. We create local solutions to poverty and inequality, and we seek dignity for everyone every day and during times of crisis.  These solutions have a broad range, from clean water to access to education; from microfinance to ensuring that everyone has nutritious food; from agriculture and climate change to disaster response. CARE puts women and girls at the center of everything we do because they have proven to be the best hope for creating lasting change in the world.  Our staff live where they work, which makes us effective at understanding the challenges they face. We’ve been doing this for over 70 years, since World War II. It started with the world’s first CARE Package® of food for the post-war hungry in Europe.  Our work today is as important as ever, we believe that poverty and inequality are historic injustices that we can end within a generation, for good. If you share our core beliefs: poverty is an injustice; poverty is solvable; and together, we have the power to end it, join us.

I.  JOB SUMMARY

The Officer-Project operations is responsible and accountable for ensuring proactive tracking and follow-up in administration, procurement, human resources, logistics, information management, and reporting for the projects and program in HER unit. S/he will provide technical support to ensure effective and timely implementation of HER unit portfolios.

II. JOB RESPONSIBLITIES

Job responsibility #1: Procurement initiation and follow-up (25% of time)

• Prepare and update procurement plans for each project, and regularly review procurement plan to ensure that requisitions are being raised in a timely manner
• Raise purchase requests and follow up on all procurements to ensure that they are happening in a timely manner
• Maintain dashboard for rental vehicles and track purchased requests and purchase orders, and make sure that vendor payments are effected regularly and timely within each project’s timespan
• Follow up on activities once purchase orders are awarded by procurement team to selected vendors, arrange transportation, and track shipments to ensure timely arrival and to ensure that the shipment and delivery process adhere to CARE’s regulations and procedures.
• Using information provided in the weekly procurement status report and field office information, compile purchase orders and pending commitments for pipeline analyses of each project.
• Closely work with program, grants, and procurement in pipeline analysis of projects, focusing on online and offline purchase requests, purchase orders, and other commitments and share the analysis with the Sr. program manager.
• Closely work with procurement and finance to check that vendor contracts and payment times are linked to project timelines, and ensure that vendors are paid in a timely way for services rendered
• When necessary, provide roving services and on-site support to field office teams on administration, logistics, and procurement

Job responsibility #4: financial request initiation and payment follow up (25% of time)

• Support staff in preparation of advance requests and work with finance unit for follow up and payment
• Complete activities with gender equity and diversity considerations verify that proper documents are attached with payment requests and that the right request formats are used, the lead time requirement is maintained, charging codes are correct, and arithmetic accuracies are maintained before submission of requests
• Once requests and purchase orders are submitted to responsible units, follow up on the progress and update the information to the requestor and the Sr. program manager.
• Properly document and file all relevant documents and copies of requests to be used for follow-up and progress reporting.
• Report to and work with the sr. program manager to manage any challenges encountered in processing the support for project staff in areas of financial requests and settlements
• Communicate and work with relevant units to check and review status of requests, troubleshoot any challenges in the process and ensure delivery of requests in a timely manner
• Prepare payment requests for non-purchase order payments
• Liaise with project staff and with finance and admin units for any financial and administrative issues.

Job Responsibility #2: Administration and logistics (25% of time)

• In collaboration with Admin assistants manage team travel through flight bookings, travel approvals, and preparation of any necessary letters
• Proactively track and communicate about team travel through the team whiteboard and summary emails each week, and share the update with Sr. program manager. 
• Support project close-out by managing project documentation and filing systems
• Track progress in staff recruitment and PAR submission for HER unit staff

Job responsibility #3: M&E, information management, and reporting (15% of time)

• Track reporting deadlines for each project and remind responsible staff members at least one month in advance of upcoming deadlines
• Support documentation of M&E related documents
• Ensure that all project documents are filed in a systematic and orderly way as the projects move toward close-out
• Support project data tracking as requested by the program coordinator, sr. program manager, program manager, LDM manager, advisors, or specialist positions.

Job responsibility #4: Gender equity and diversity (5% of time)

• Complete activities with gender equity and diversity considerations

Job responsibility #5: Other tasks (5% of time)

• Complete other tasks as assigned

III. GENDER EQUALITY

• Understanding and demonstrated commitment to the importance of gender, youth and social inclusion issues.
• Demonstrated commitment to principles of Gender Equity, Diversity, Inclusion and PSEAH (safeguarding), as evidenced in previous positions / programming

III. QUALIFICATIONS (Know How)

A) Education/Training

• BA in relevant field (Business Administration, Procurement/Purchasing, Logistics, Statistics, Rural Development).

B) Experience:

Required:

• 3 years of relevant experience with the first degree and 2 years of relevant experience plus post graduate degree in Business Administration, Procurement/Purchasing, Logistics, Statistics, Rural Development.

Desired:

• NGO experience

C) Technical Skills:

• Excellent verbal and written communication skills in Amharic and English
• Good computer proficiency (MS Word, Excel, etc.)
• Ability to meet deadlines
• Strong interpersonal and communication skills, and the ability to work effectively with a wide range of constituencies
• Strong problem solving and creative thinking skills

• Sensitivity to various aspects of diversity (gender, culture, religion, etc) and a firm belief in teamwork
• Flexible and creative attitude, highly motivated and able to take initiative

D) Competencies

• Diversity, excellence, integrity, respect, analytical skill, stress tolerance, collaboration, interpersonal skill, contributing to team success, information monitoring

IV. CONTACTS/KEY RELATIONSHIPS

• The jobholder is expected to work closely with the head office, field office staff, and to collaborate with all concerned CARE staff.

V. WORKING CONDITIONS AND LEVEL OF TRAVEL

• The position is located at the head office with occasional travel to field offices.

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Lien