Back Administration and Operations Manager

ORGANIZATIONAL OVERVIEW

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender equality, youth, research, technology, communication, and social marketing — creating a unique mix of capabilities to address today's interrelated development and humanitarian challenge in more than 70 countries. FHI 360’s Crisis Response team is responding to the humanitarian emergency in Tigray, focusing on emergency health, nutrition and WASH activities to support the goal of reducing morbidity and mortality.

POSITION OVERVIEW

Under the supervision of the Finance Officer, Field Finance Assistant will support day-to-day transactions, including field cash payments, maintaining cost reports, and managing invoices and receipts.

As the Administration and Operations Manager, you will report to the Finance and Operations Director and oversee the following areas: Logistics, transportation, procurement, and office building and utilities management for the FHI 360 Country Office. You will ensure that general services are provided efficiently and effectively; that transport and fleet management systems are well-maintained and operated; that FHI 360 offices are clean, safe, and conducive to work; that leases and contracts are managed properly; and that security and safety measures are in place for staff, travellers, and properties under your supervision.

Specific Responsibilities

Procurement Management

• Develops and implements procurement plans for the office and projects in accordance with FHI 360 and national policies and regulations.
• Procures goods and services in a transparent and accountable manner, ensuring value for money for the organization and justifiable use of donor funds.
• Maintains a robust procurement system that tracks the tendering processes, evaluation, contract appraisal and negotiation, contract and contractor management, and payment conditions.
• Prepares bid documents, such as invitations to bid, tender documents, requests for proposals, and contract/purchase orders, using the organization's policies, procedures, and formats.
• Updates and manages a list of preferred vendors of existing and potential suppliers, as well as dependable suppliers, on a regular basis.

  Logistics and Fleet Management:

  • Provides efficient and reliable transport services for FHI 360 activities across the country.
  • Revises and updates the Transport and Fleet Management Policy regularly, ensuring compliance from all offices.
  • Reports vehicle status, both rental and own, on a timely basis, ensuring optimal operation and service at all times.
  • Manages cost-effective maintenance of the FHI 360 fleet of vehicles and submits accurate and timely transport reports and recommendations to country leadership.
  • Renews vehicle insurance and road licenses for FHI 360 vehicles before expiration.
  • Receives and analyzes mileage and vehicle running costs for all FHI 360 vehicles monthly, ensuring they are operating efficiently and effectively.
  • Takes appropriate actions as needed.

    Warehouse and Fixed Asset Management:

    • Verify the quality and quantity of incoming goods and prepare GRNs promptly.
    • Store goods in an organized, safe, and secure manner and protect the storehouse from damage or theft.
    • Maintain proper store management documentation and ensure consistency across all regional offices.
    • Tag FHI 360 properties with Fixed Assets labels and conduct periodic counts and reconciliations with the master list.
    • Produce regular stock reports and reconciliations.
    • Follow health and safety procedures at the store.

      General Service and Office Administration:

      • Oversee all administrative functions and activities for the Ethiopia Country Program.
      • Manage FHI 360 resources and equipment, including machines, buildings, and furniture, and ensure they are in good order and adequate for the country program.
      • Maintain basic security standards for all offices and accommodations, such as fire prevention, first aid kits, and evacuation procedures.
      • Provide logistical support to workshops, meetings, and visiting delegations as requested by the event coordinators.
      • Pay utilities such as water, electricity, and telephone bills on time and ensure their availability.
      • Keep the office clean at all times.
      • Dispose of old and nonfunctional assets in a timely manner.
      • Supervise the central filing system and keep all contracts, agreements, and vehicle documents under lock and key and confidential.
      • Review and negotiate lease agreements for offices and liaise with the office lawyer on various legal issues.
      • Collaborate with the regional security and safety team to conduct security briefings for all staff/visitors arriving at the site/country for the first time.
      • Review and update the FHI 360 Security Management Plans for the country regularly in accordance with the FHI 360 schedule and ensure compliance by all staff.
      • Conduct logistics, administrative, and security assessments for all new projects and establish systems for new locations and interventions.
      • Liaise with external stakeholders and promote the office image.

        Team Leadership:

        • Assess the training needs of FHI 360 staff in supply management, office management, warehousing, and fleet management.
        • Coordinate with the Human Resources Manager and Finance and Operations Director to organize relevant training programs.
        • Provide direct supervision to the Senior Procurement Officer, Logistics Management Officer, receptionist, and receptionist, and indirect supervision to the Drivers, office assistants, regional drivers, and store personnel.
        • Carry out other duties as assigned by the supervisor.

          Applied Knowledge & Skills:

          • Comprehensive knowledge of administrative procedures and office practices

          • Excellent oral and written communication skills. Build strong relationships with management, employees, vendors, and affiliates

          • Strong critical thinking and problem solving skills

          • Demonstrated project and technical leadership skills

          • Customer service oriented with emphasis on hospitality services

          • Ability to influence, motivate and negotiate to ensure safety standards are being met.

            Problem Solving & Impact:

            • Works on problems of diverse scope that requires analysis and evaluation of identifiable factors.

            • Exercises judgment within defined policies and procedures in selecting methods and techniques for obtaining solutions.

            • Decisions made generally affect specific functional areas with cost and failure to achieve short term goals of the company.

              Supervision Given/Received:

              • Manages staff to meet departmental and organizational goals.

              • Accounts for the budget, methods, and training of staff to achieve results.

                📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

                ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

              • Develops and recommends solutions to meet internal and external needs of the company and department.

              • Typically reports to an Associate Director or Director.

                Education:

                • Bachelor's Degree or international equivalent in BA/MA Degree in Business Management/Supplies Management/Public Administration or Related Field.

                  Experience:

                  • Typically requires 8-10 years of facilities management experience or hospitality and logistics industry

                  • Minimum 10 years’ experience and 5 years’ proven experience as Administration and Operations Manager preferable in an NGO setting.

                  • Excellent oral and written communication, troubleshooting, responsiveness, and customer service skills.

                  • Drivers license required to drive to locations.

                  • Must be able to read, write and speak fluent English.

                  • Technology proficiency with Sharepoint, Microsoft Teams, Word, Excel, Power Point. A plus, for Power BI, AutoCAD, Microsoft Project.

                  • Preferred: Project Management and Construction Management skills, Cherwell ticket system,

                  • Experience with working with contractors.

                    Typical Physical Demands:

                    • Typical office environment.

                    • Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.

                    • Ability to sit and stand for extended periods of time.

                      Technology Requirements:

                      • • Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

                          Travel Requirements:

                          • 10% to 20%

                            This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

                            FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

                            Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

                            FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
                            
                            FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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