Head of Operations for Ethiopia

Contract Length: 1 year with the desirable extension

Base: Addis Ababa with regular trips to field offices

Line Manager: Country Director; technically the HoO is supervised by the Regional Head of Systems and Operations based at HQ

Starting date: As soon as possible

Terms: National posting

About the role:

The Head of Operation (HoO) is a member of the country programme senior management team (together with the Country Director (CD), Head of Programmes (HOP) and Head of Finance (HoF)) and shares responsibility for the effective and efficient delivery of People in Need’s (PIN) country programme. Specifically, the role of the HoO is to manage and improve the support systems and operations required to achieve this objective comprising of Logistic and Procurement. In performing this role, the HoO also ensures an enabling environment for the implementation of the country programme, while maintaining operations and systems that meet with the accountability requirements of PIN and its donors.

Duties & Responsibilities:

Strategic Leadership

• The HoO assists the CD in the management of the country programme, participates in the senior management meetings, and pro-actively takes part in the decision-making processes;
• Ensures that systems and operations support the implementation of the country programme strategy and that procedures and regulations are implemented in full transparency and in accordance with donor and PIN rules;
• Represents PIN towards local authorities, donors, partners, and other stakeholders;
• Is responsible for adequate staffing of all supervised departments in order to achieve efficient delivery of People in Need’s (PIN) country programme;
• Promotes team spirit, a culture of respect, personal responsibility, transparency, and openness.

Logistics

• Manage the Logistic team while ensuring they have sufficient capacity both in number and qualification and securing their continuous capacity building based on personal development plans;
• Implement and/or strengthen systems of oversight and prevention of corruption;
• Oversee Logistics budgets and contribute to planning needs for new projects with regards to security and logistics;
• On basis of logistics budgets, ensure effective and efficient use of funds, and provide commentary to the Country Management Team;
• Supervise functioning of asset registry and inventory control;
• Supervise and organizes yearly inventories;
• Ensure efficient tools for fleet planning and costs monitoring are in place and efficiently used.

Procurement

• Manage the Procurement team while ensuring they have sufficient capacity both in number and qualification and securing their continuous capacity building based on personal development plans;
• Ensure the CP Procurement Guidelines are updated and respected;
• Oversee and implement the procurement system, following all relevant donor and PIN guidelines and procedures, and considering relevant corruption risks;
• On a regular basis audit the procurement process in order to highlight flaws and pressures associated with operating in the Country Programme context;
• Provide detailed training and guidance to senior Programme staff (including Project Managers), and other appropriate staff in the procurement rules and regulations;
• Ensure that the Annual Procurement Plans are in place and regularly updated;
• Together with the Project Managers ensure the timely procurement of goods and services in a safe, timely and cost-effective manner, facilitated by good planning.

External and Internal Compliance

• The HoO ensures that all taxes are paid in line with national regulatory framework;
• Ensures that tax exemption (when possible) will be applied by NGO;
• In coordination with the CD, ensures that all agenda related to permits, licences, and registrations are dealt with as and when required.
• Ensures the current contract templates on the country programme are up to date and properly used;
• Conducts regular checks on proper archiving of procurement and other logistics and administrative documents;
• Is familiar with donors’ conditions and requirements in logistics and procurement and makes sure they are respected;
• Acts as a communication channel between donors in case of any requests related to the compliance in procurement field.

Finance

• Together with HoF prepares and monitor CP´s operational budget;
• Provide inputs for logistic and capacity building costs during the new budgets´ designs;
• Provide finance with supporting data for operations shared costs allocation.

Main requirements:

• Education (university or secondary level) in business, procurement, logistics or similar study programmes;
• Communicative level of English (minimum of active B2);
• Experience in managing support functions (logistics, procurement) within a complex country programme;
• Experience in humanitarian or development sectors across multiple countries and cultures;
• Ability to participate in senior management teams, contributing to strategic planning and decision-making for programme implementation;
• Experience in building and developing the capacity of local and international staff;
• Knowledge of logistics and procurement systems, ensuring compliance with donor regulations and PIN guidelines while mitigating corruption risks;
• Competence in budget planning, monitoring operational expenses, and supporting finance teams in ensuring cost-effective allocation of funds for operations;
• Experience in addressing operational challenges in complex and rapidly changing environments, including conflict and emergency contexts;
• Ability to promote team cohesion, respect, transparency, and a collaborative work environment among staff from diverse backgrounds;
• Understanding of the local context is an advantage.

Benefit:

• Standard work schedule of 40 hours per week from Monday to Friday
• Salary: 1,945.00-2,188.00 USD (depending on experience)
• Per diems for working and Accommodation outside of the duty office depending on the location
• Transport Allowance
• Bank loan facilities
• 20 days of paid annual and after 5 years of work an extra paid day for every year
• Extra days of paid leaves for selected holidays
• Medical insurance, including spouse and children
• Accident insurance for all injuries during work time based on the law
• Pension contribution of 11 % from PIN
• Paternity leave of extra 2 paid days above the mandatory 3 days
• Maternity leave according to the law and extra financial motherhood support
• Monthly mobile phone hybrid tariff
• PIN supports fast career growth and internal mobility
• International environment with opportunities to learn from other PIN’s country programs
• Extensive Capacity Building program, both internal and external trainings, including the Induction training
• Internal online learning opportunities, such as access to PIN’s e-learning platform and webinars
• Annual staff retreat
• Friendly and fair work environment