Operations Assistant: Admin and Store

Company Description

SNV is a not-for-profit international development organization. Founded in the Netherlands 50 years ago, we have built a long-term, local presence in more than 26 of the poorest countries in Asia, Africa, and Latin America. Our global team of local and international advisors works with local partners to equip communities, businesses, and organizations with the tools, knowledge, and connections they need to increase their incomes and gain access to basic services – empowering them to break the cycle of poverty and guide their own development.

SNV, Netherlands Development Organization, is operating in Ethiopia since the 1970s. Currently, SNV is working in eight regional states and the two city administrations of Ethiopia, providing technical assistance and program implementation in Agriculture, WASH, and Energy Sectors. SNV is an open and learning organization that focuses on improving the lives of Ethiopians through a market-based approach inclusive of women and youth. In its new Strategic Plan period (2019 – 2022), SNV will more explicitly aim for systems change including strengthening institutions and kick-starting markets that help many more to escape poverty beyond our projects.

For more information on SNV's operations, visit our website: g

Context and Purpose of the job

The Operation Assistant: Admin and Store 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.

Job Description

Key Responsibilities:

• Receive visitors and calls, handle their inquiries, and direct them to the appropriate persons according to their needs and update visitors’ list tracker.
• Maintain event calendar schedules and assist in booking meeting rooms and events if any
• Support the operation team on taxi booking and payment preparation at the regional level
• Set up and maintain paper and electronic filing systems for records, correspondences, and other materials
• Ensures timely reception and transmission of any project correspondence and circulation and information sharing to staff.
• Responsible for the incoming and outgoing correspondences of the office, locate/file and/or replay as required
• Support the regional operation team in receiving tender documents according to SNV standard procedure
• Ensure that all goods in the regional office are 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 when stock arrives or is to be taken out.
• Ensure all stock is in its correct position and easily accessible.
• Update stock/bin cards and system on a daily basis; share the updated report with the ROM and SNV A.A. office on a weekly basis
• Ensure that all stores paperwork and ERP system, Internal Requisition Forms, Goods Receipt Notes, Goods issue notes, Packing Lists and any other documentation are completely updated according to SNV Storage procedure.
• Completion of the Goods Receipt Notes upon receiving of the items from suppliers/DIKs in coordination with the Addis Ababa office and procurement staff
• Ensure the correct amount of stock leaves the stores as authorized and physically verify all stocks received and dispatched.
• Immediate reporting of all missing stock or any observed discrepancies.
• Prepare a list of obsolete assets and stock items for management decision and facilitate the disposal accordingly.
• Always check on the expiry dates of stocks and use the FIFO procedure to minimize losses through unobserved expiries.
• Facilitate periodical and annual inventory counting in the region and report to ROM and A.A. SNV office.
• Manage asset inventory and tracking systems in the regional office and submit reports to Addis Ababa SNV office.
• Keep track of all asset and equipment movements and update asset and equipment registers in SharePoint and ERP.
• Ensure Asset tags are in place for every asset in the region in consultation SNV Addis Ababa office.
• Ensure cleaning of all stores and offices are done daily.
• Ensure that all stocks are secure and stock levels are per their level on the appropriate bin-card/Stock cards and other Storage documentation.
• Ensure that the stores and offices are in a lockable state and quickly report on any insecurities in the stores
• Ensure proper cleaning and safeguarding of SNV Amhara regional office
• Answer questions with regard to one or multiple operational services within the given guidelines and procedures. To ensure full operational support, make sure issues are escalated in a timely manner through the right channel when necessary,
• Ensures data filing and administration on a specific operation support service. Process, organize, check and (if applicable) analyze data by applying routine work methods. Signal abnormalities, monitor and report on the overall provision of services, to ensure consistency in delivery against service standards.
• Handle any other task as assigned by the line manager or their direct line management

Qualifications

• Diploma in relevant discipline with higher thinking level with relevant experience (1 or 2 years) 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 prioritization and ability to work under pressure
• Initiative and ability to follow up on issues
• Good reporting and communication skills

Competencies

• Initiative

• Problem analysis

• Accuracy

• Adaptability

Additional Information

Contract Type: National

Expected start date: As soon as possible

Duty Station:  Hawassa, Ethiopia

Contract Duration: one (1) year with possible extension based on performance and budget availability. 

Working at SNV 

SNV offers a competitive salary and comprehensive benefits package; for internationals, we offer an international benefits package and to Ethiopian nationals, we offer a competitive national package. We also offer 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 global network of experts. 

How to Apply

Please apply by clicking on the I'm Interested button and completing your application in our in-house recruitment system before or on 23 March 2023.

All information will be in the strictest confidence and in accordance to GDPR.  Only shortlisted candidates will be contacted.

We will require that you provide us with full details of three people who are willing to act as a referee.  We will not contact these referees without your explicit permission.

Women candidates are Highly encouraged to apply.

We do not appreciate third-party mediation based on this advertisement