Admin & Store Operations Assistance - Contingent to donor funding

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.

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.

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

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.

How to Apply
If you believe that your credentials meet the outlined profile, we invite you to apply by uploading your CV and a letter of motivation before/on January 6th, 2025. Please submit your application only via Smart Recruiters. All information will be kept in the strictest confidentiality. 
If your experience and skills match the position's requirements, we will contact you to advise on the next steps in the recruitment process.

Working at SNV  
SNV offers 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 form and contribute to an internal and global network of experts.

At SNV, inclusivity is at the heart of our ethos. We celebrate the diversity of our workforce and uphold a policy of non-discrimination based on factors such as disability status, religion, ethnic origin, gender, sexual orientation, and more.

Vetting
SNV carries out rigorous background and reference checks concerning possible safeguarding incidents for all candidates applying for both nationally and internationally determined positions. As SNV participates in the Inter-Agency Misconduct Disclosure Scheme, all reference checks include a request to past employers to fill in a questionnaire regarding Misconduct (sexual exploitation, sexual abuse, or sexual harassment), the “Statement of Conduct". This Statement of Conduct adopts the definitions used in the Scheme. 

SNV is an equal opportunities employer and female candidates are encouraged to apply.

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