Operation Manager

Overview

The Operations Manager provides leadership to develop, maintain, manage systems to ensure the smooth operations and effectiveness of support services including Procurement and Logistics Management through improvement to each functional unit as well as coordination and communication between support and programmatic functions. S/he ensures that Jhpiego conforms with Government of Ethiopia laws and regulations to operate in the country as international NGO. S/he works with Program Coordinator/s in Baltimore to ensure that couriers, correspondence and other key documents circulating between Ethiopia and Baltimore are tracked appropriately. S/he supports Jhpiego expatriates living in Ethiopia or visiting for a short-term period with housing, lodging, security, and communication. S/he plays significant role in long term planning including initiatives geared towards operational excellence.

Position Type: Temporary for three months

Reporting Structure:

• Position Reports To: HR and Operations Director

• Positions Supervised: Transport/Fleet Management Officer, Procurement Officers, Operations Officer and Logistics Officer.

Responsibilities

Leadership

• Provide leadership to the operations team including procurement, logistics and property administration, security, and other general service support operations

• Lead the development/adaptation of administrative policies such as procurement, property admin, vehicle management & travel, and Security Policies, and their implementation

• Promote teamwork across and within the operations team setting high standards of work delivery and integrity through feedback, coaching and mentorship;

• Participate in and lead the development of finance & Operation work plans, implementation plans, biennial and other program deliverables, as necessary;

• Play a significant role in long term planning, including an initiative geared toward operational excellence

Compliance Issues

• With the Finance Manager, ensure regular reporting to CHSA for Jhpiego Ethiopia registration as iNGO, and assist with annual audit of office;

• Ensure that expatriate staff and their dependents, visitors and guests secure work and resident permits, and visas for their stay in Ethiopia;

• Ensure that all important documents are logged and filed appropriately and ensure that executed documents are sent to Baltimore for contracts file management;

• Work with Baltimore Program Coordinators to ensure that couriers, correspondence and other key documents circulating between Ethiopia and Baltimore are tracked appropriately;

• Work with finance/program/technical staff to ensure that contracts

Procurement & Property Administration

• Work with finance/program/technical departments to manage procurement of materials including reviewing specs with relevant persons and fill vendor selection based on JHU/Jhpiego policy for any item office may purchase;

• Manage all service contracts with service companies and vendors including travel agency, insurance companies, printing houses, security and cleaning companies, equipment/furniture maintenance companies, etc. while making sure that they are working accordingly;

• Ensure regular review of all existing contracts with service providers and vendors for price competitiveness in the market so as to obtain the best value for cost in terms of benefits provided to Jhpiego;

• Ensure that office equipment & furniture inventory is regularly updated and ensure regular maintenance of office equipment as and when needed;

• Ensures that an annual Fixed Asset Report is prepared, then updated based on regular inventory count and sent to CSA;

• Oversee management of Jhpiego stores, ensuring in particular that training supplies, including anatomical models and electronic equipment’s are maintained in a way consistent with prolonging their useful life despite frequent use;

• Provide support to office in clearing any shipments from customs or any other government body in collaboration with Jhpiego Ethiopia Transport/Fleet Management Officer;

• Ensure that Jhpiego’s properties are insured (either through JHU's coverage or other), the list of property is updated, and there is follow up on any insurance claims;

• Serve as main contact person with the landlord for the office(s) and expatriate houses and negotiate terms of leases in cases of renewal, or termination of contracts;

Office Systems and General Services

• Ensure that the reception to the office is staffed, that telephones are manned at all times and that the Jhpiego office presents a welcoming and professional appearance to the outside world;

• Ensure maintenance of updated inventory of computers and IT machines that all staff have required equipment to work with;

• Provide relocation support to any expatriate staff assigned to Jhpiego Ethiopia including in the identification of housing, negotiating leases, establishing services such as utilities, clearing shipments through customs, obtaining work & resident permits, drivers licenses, bank accounts, etc. and providing other assistance to facilitate entry into or departure from country;

• Ensure that international travelers are met at the airport for their safety and that secure and comfortable accommodations have been made, which maximizes productivity (e.g. access to internet).

• Travel to regional program offices as needed to provide support in opening and/or closing Jhpiego offices, recruiting staff locally, or furnishing offices

• Ensure operations support provision to sub-grantees in collaboration with technical/program staff

• Act as point person for managing the guards – providing training and guidance on how to welcome visitors, while maintaining proper security

• Oversee operation of the cafeteria/canteen.

Safety and Security

• Per Jhpiego corporate security protocol, with the Country Director, serve as main contact person for security related issues for the expatriate and local staff, and Jhpiego Ethiopia offices.

• Ensure the dissemination of Jhpiego Ethiopia Standard Security Policy Manual to all staff, the setting up of standard security measures in all Jhpiego offices, expatriate houses, Jhpiego vehicles, etc;

• Ensure that security is provided to the office and houses of expatriate staff, managing contracts with relevant vendors as needed and offering improvements to the properties when necessary to enhance security;

Required Qualifications

• Master’s degree, in Office Administration or Management/Logistics, or related field with commensurate experience; an IT qualification is advantageous

• At least seven years’ experience in positions of increasing responsibility with administration and office management and having supervisory roles and proven track record of inspiring performance from subordinates

• Experience with iNGO is a must, preferably with US government-funded NGOs or Projects;

• Computer literacy and ability to use all Office programs

• Excellent management, supervision/mentoring and organizational skills

• Ability to travel within Ethiopia occasionally

• Language Requirement: Fluency in English and Amharic is required

Preferred Qualifications

• Self-management is necessary (i.e. motivation, dependable, dealing with pressure, adaptability), as is the ability to project a professional, consistent image. Both internal and external clients must see the Operation Manager as a person of competence and high integrity, and trust his/ her capability and sense of confidentiality

• Interpersonal Skill Requirements: Excellent communication and interpersonal skills to work in a multi-disciplinary team setup; ability to establish and maintain effective working relationships with NGOs, American Government/ Jhpiego – Ethiopia staff, vendors and other relevant partners

• Knowledge of procurement and administrative systems & development of working policy, manuals, procedures;

• Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform

• Ability to work proactively, organize and manage own work and assist others to do the same

Salary: Between 22,966 – 30,207 USD per annum.

Jhpiego offers competitive salaries and a comprehensive employee benefits package.

Please apply at www.jobs-jhpiego.icims.com

Applicants must submit a single document for upload to include: cover letter, resume, and references.

For further information about Jhpiego, visit our website at www.jhpiego.org

Note: The successful candidate selected for this position will be subject to a pre-employment background investigation.

Jhpiego is an Affirmative Action/Equal Opportunity Employer

“Jhpiego, a Johns Hopkins University affiliate, is an equal opportunity employer and does not discriminate on the basis of gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, other legally protected characteristics or any other occupationally irrelevant criteria. Jhpiego promotes Affirmative Action for minorities, women, individuals who are disabled, and veterans.

EEO is the Law

Application Deadline: April 22, 2026

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