Admin And Store Operations Assistant

Job Summary

Admin and Store Operations Assistant is part of Regional Operations team, within a SNV Tigray region, which focuses on providing operation support services in the Tigray, to ensure the availability and quality of administration and logistics, 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 and Facility

• 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 on booking meeting rooms and events in the office, including with external hotels, if any
• Support the operation team on taxi booking and payment preparation at the regional level.

Stock Management

• 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 of all stores when stock arrives or is to be taken out.
• Ensure all stock is in its correct positions and easily accessible.

Fixed Asset Management

• Manage fixed asset inventory and tracking systems in regional office, submit a report to the Regional Office Manager & Addis Ababa SNV office.
• Keeps track of all asset and equipment movements and updates asset and equipment registers in SharePoint and SBD
• Ensure Asset tags for every asset in the region with consultation from the SNV Addis Ababa office.
• Review and update asset description, tag numbers & categories, and related information in SBD.
• Monitor and review all receiving transactions for accuracy; and in case of any discrepancy, inform the regional office manager and suggest corrective measures.

Security of stock 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 on the stores
• Ensure proper cleaning and safeguarding of SNV Tigray regional office

File Management

• Maintain all store management folders in an orderly fashion.
• Ensure Warehouse management files archived in SBD.
• Fixed Asset transfer Certificate
• Fixed asset disposal (Donations, Sales, transfers etc.)
• GRN & Packing Lists
• Stock Cards, Bin Cards
• Stock Requisition Form
• Donation in Kind (DIK)

Cleaning

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

Qualifications

• Bachelor’s degree in Management, Business Administration, Procurement and Supply Chain Management, 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.
• Familiarity with office operations, filing systems, and document handling.
• Experience using Microsoft Office applications (Word, Excel, Outlook) and record-keeping tools.
• 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

Expected start date: As soon as possible

Duty Station: Mekelle

Contract Duration: for one year with the possibility of extension