Admin & Store Operations Assistance - Contingent To Donor Funding at SNV

Admin & Store Operations Assistance - Contingent To Donor Funding

Employer: SNV

Employment: Full-Time | Permanent

Place of Work: Arba Minch - Ethiopia

Posted date: 3 months ago

Deadline: Submission date is over

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 catalyze partnerships that transform the agri-food, energy, and water systems, which enable sustainable and more equitable lives for all. Visit snv.org for more information.

Purpose of the Job

The Admin and Store Operations Assistance is part of the Regional Operations team within the SNV South region, which focuses on providing operation support services in the South to ensure the availability and quality of administration and logistics and fully support SNV operations.

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

Job Description

Administration

• Receive visitors and calls, handle their inquiries, and direct them to the appropriate persons according to their needs and the updated visitors’ list tracker.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals if any.
• Maintain scheduling and event calendars and assist in booking meeting rooms and events if any.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.

Stock Management

• Manage regional stock data and tracking systems in accordance with SNV standard procedures.
• Always ensure physical stock in the stores tally with book balances. Updating of stock/bin cards and system on a daily basis; share the updated report with the ROM and SNV AA office on a weekly basis.
• Ensuring that all store paperwork and the ERP system are completely updated, Internal internal requisition forms, Goods Receipt Notes, Goods issue notes, Packing Lists and any other documentation according to SNV store procedure.

Asset Management

• Manage asset inventory and tracking systems in the regional office and submit a report to Log specialist and AA 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 from the SNV Addis Ababa office.

Cleaning

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

Security of Sorck and Office

• 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 office are in a lockable state and quickly report on any insecurities in the stores.
• Ensure proper cleaning and safeguarding of the SNV Arbaminch 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, organizes, checks, and (if applicable) analyzes data by applying routine working methods. Signals abnormalities, monitors, and reports on overall provision of services to ensure consistency in delivery against service standards.

Other

• Work with the SNV Hawassa team on procurement and other activities.

Qualifications

Educational Qualifications and Experience

• Bachelor's degree in management, business administration, or a related field.
• Relevant experience with a minimum of 2 or 3 years in operations, warehouse management, fixed asset management, and/or administration activities.

Additional Skills:

• Knowledge of experience in organizational effectiveness and administrative/operations implementing best practices.
• Excellent computer skills and proficiency in Excel, Word, Outlook, and Access.
• Good reporting and communication skills.
• Attention to detail.
• Ability to plan with good organizational skills, including prioritization.
• Initiative and ability to follow up on issues.
• A demonstrated commitment to high professional ethical standards.
• Commitment to SNV's mission and values, gender equality, and social justice.

Competencies:

• Initiative
• Problem analysis
• Accuracy
• Adaptability
• Flexibility

Additional Information

Contract Type: National - Full time

This position will be based on donor funding and approval confirmation.

Expected start date: 1st March 2025.

Duty Station: Arba Minch

Contract Duration: Ten months with the possibility of extension based on performance and budget availability.