Operations Officer, Ethiopia Country Program

PURPOSE

• Coordinate and manage procedural aspects related to financial contracts, partnership agreements, Memorandum of Understandings, and official approval memos
• Develop and manage detailed budget execution plans and schedules in line with yearly work programs and budget lines and as required
• Develop and monitor procurement plans and requisition procedures in line with yearly work programs and budget lines and as required
• Support the development and execution of recruitment plan for the Program and manage onboarding procedures
• Coordinate the monitoring and reporting process of program outputs and achievements according to GGGI’s rules and policies and donor requirements.
• Manage procedural and technical aspects of GGGI’s Enterprise Management System (ERP) and project management system GGGI Online (GO) for monitoring and reporting
• Ensure smooth running of office management and administrative processes in attaining of objectives against established timeframes

ENGAGEMENT

• Advise the Country Representative and relevant program staff on procedures, polices and tools of operational transactions e.g., related to hiring, budget, procurement, ERP and GO processes, where necessary by liaising with relevant HQ Units and KOICA Ethiopia Office
• Communicate program needs to service providers/suppliers and ensure that services/products are delivered in line with established agreements.
• Collaborate with other country teams, units, and divisions of GGGI on identified joint activity opportunities to ensure integrated delivery as “One GGGI”
• Advise the Country Representative and relevant program staff on new ways to do things better and in an efficient and agile manner
• Deliver all program reporting and communication activities with relevant functions in HQ
• Facilitate internal integration and regular reporting of projects under the Ethiopia Country Program in collaboration with project managers
• Coordinate with project managers and other focal points in reporting and communicating project results and respond to additional requests from HQ
• Engage with officials within the Government of Ethiopia in charge of administrative arrangement including visa/work permit.

DELIVERY

• Manage recruitment of the Program's human resources (staff and consultants) in compliance with Country's law and GGGI's HR rules and policies including effective onboarding of staff, overseeing visa issues, etc.
• Ensure sound financial management under multiple grant sources, in line with GGGI policies, including effective budget management, overseeing financial audits, managing the implementation of financial regulations, criteria and standards as per donor's requirements
• Ensure a functional procurement system to support the country team, in line with GGGI's policies and regulations
• Ensure effective office management and facilitation of Program's delivery (for example: logistical arrangements for travel, training, workshop and conference organization, honoraria, per diems, etc.
• Manage and monitor relevant management and financial modules of GGGI's Enterprise Resource Planning (ERP) System for the Country Program
• Oversee Facilities, Information & Communication Technology and be responsible for all data and information stored under the Country Program as well as oversee the purchasing of necessary office supplies in support of program delivery
• Oversee management and administration (M&A) aspects of country program and carry out M&A duties efficiently and effectively in line with GGGI policy
• Identify and anticipate administrative issues and recommends remedial solutions for any M&A related issue in the country, ensuring consistent service delivery
• Guide and enforce GGGI's policies and regulations and ensure they are followed by all team members
• Assist the country representative and team on efficient project management, reporting on GGGI project management system (GGGI Online) and other administrative support incl. stakeholder liaisons and portfolio management activities
• Identify issues from across projects and workstreams and advise project staff on remedial measures to maintain integrity of delivery
• Ensure process compliance throughout the project implementation in GGGI Online and ERP systems 
• Monitor and report workstream budget expenditures in activities to ensure efficiency, accuracy, and consistency in line with work plan to support program management
• Maintain and manage the office environment for occupational health and safety; advise on and manage an economical and green office environment
• Conduct relevant training for Program staff as necessary
• Maintain program filing system and safeguard standards of reporting/documentary quality to support reporting to donors and program stakeholders

REQUIREMENTS

QUALIFICATIONS

• A Master’s Degree in Business Administration, Finance, Accounting, Human Resources, or a related field of study is required. PhD degree in the above listed fields of study is an advantage.
• Preferably 5 years professional work experience in at least 3 of the following areas: accounting, project management, human resources management, procurement, information technology systems, database management, knowledge management including at least 2 years in international setting.
• Demonstrated strong grasp in relevant GGGI policies and procedures, and extensive hands-on experience in GGGI online operational systems including ERP and GO
• Clear communication skills verbally and in writing in English required. Knowledge of Korean language is an advantage.
• Previous experience of support to set up GGGI country programs is a plus
• Ability and willingness to work in a flexible and agile manner

FUNCTIONAL

• Demonstrates strong organizational, time management, and multi-tasking skills
• Takes a pro-active approach and work independently with minimum supervision to solve issues at hand and under the jurisdiction of the role

CORPORATE

• Understand and actively supports GGGI’s mission, vision, and values.
• Promote the optimum use of public resources
• Promote an organizational culture of trust, transparency, respect, and partnership.
• Process and share information easily.
• Manage emotions and stress positively, builds rapport and resolves conflict easily.
• Promote creativity and innovation among staff.
• Be able to lead where needed and provide solutions to project-level challenge.

WORKING CONDITIONS

The Operations Officer, Ethiopia Country Program is an X8 grade level in GGGI’s International salary scale. For X8 International grade, the base salary starts from USD 59,424 to USD 86,208. Determination of base salary is subject to candidate's experience, academic background and internal  equity. GGGI provides 13% of base salary towards retirement plan/long-term savings, 27 days of annual leave, and private health insurance that covers dental and vision. 

GGGI is committed to providing a work environment that is sufficiently flexible to accommodate diverse life-cycle challenges and assist Staff members to achieve a better balance between work and personal/family commitments, thus ensuring high performance, long-term productivity, and well-being of Staff members.

Child protection – GGGI is committed to child protection, irrespective of whether any specific area of work involves direct contact with children. GGGI’s Child Protection Policy is written in accordance with the Convention on the Rights of the Child.