Job Description
The Organization
Splash is an international charitable organization headquartered in Seattle, WA, founded in 2007. Our mission is simple: “We clean water for kids.” In 16 years, we have reached over 700,000 children in cities around the world. In 2019, we embarked on an exciting, five-year initiative, Project WISE, (WASH in Schools for Everyone), to reach every government school in Addis Ababa, Ethiopia, and Kolkata, India with improved water, sanitation, and hygiene (WASH) infrastructure, WASH behavior change programs and strengthened school-based menstrual health programs. This project will benefit 800,000 children by 2023.
Our core values guide everything we do including every hiring decision we make. They are:
· People – People first. People second. People third.
· Quality – Beautiful products that function and last.
· Honesty – No drama, no surprises, no BS.
· Joy – Kids at heart, seeing potential everywhere.
· Mistakes – Make them, don’t repeat them.
Splash values the unique skills and experiences each individual brings to the organization and we are committed to creating and maintaining an inclusive and accessible environment for everyone. We provide equal employment opportunities to all employees and qualified applicants for employment. To learn more, please visit www.splash.org.
Duty Station
This position is based in Addis Ababa, Ethiopia.
Position Overview
The Operations Officer will be responsible for the execution of all administrative matters, including but not limited to, asset management, warehouse management, fleet management and office administration. He/she is responsible for efficient and satisfactory provision of all admin support services and handles all operational duties.
The Operations Officer reports directly to the Senior Operations Manager.
Key Accountabilities and Responsibilities
Assets Management:
· Participates in regular assets regular checks and annual physical verification count.
· Ensure that all the assets are maintained and in good condition. Check assets stickers regularly.
· Maintain inventories of Splash International premises (non-expandable properties) conduct regular checks (quarterly).
· Record and report any broken, damaged, or destroyed asset or equipment.
Warehouse Management
· Maintain a well-organized, neat, and hazard-free warehouse and storage area.
· Store inventory items with appropriate layout and numbered shelves for easy reference and traceability.
· Classify inventory items by type, nature, fragility (fragile /not fragile), risk of theft (easy or difficulty), tolerance of weather condition, etc.
· Ensure the quantity and quality of delivered items to warehouse are according to purchase orders, specifications, and supplier invoice.
· Ensure the type, quantity, and quality of issued items from the warehouse are according to Store Requisition (SR) and signed by appropriate staff on the SIV.
· Prepare Goods Received Note (GRN) when receiving purchased or donated items, Returned Goods Received Note (RGRN) when receiving returned items from staff and Store Issue Voucher (SIV) when issuing item to users.
· Reconcile quantity of received and issued items and send monthly report with supporting documents (GRN, RGRN and SIV).
· Update bin cards and stock cards when receiving and issuing inventory items.
· Conduct physical counting and report discrepancies between physical counts and records with justification.
· Record any damage, missing, or faulty goods and report immediately.
· Dispatch notes to specific schools and regional office through appropriate couriers.
· Allocate a defined area in the storeroom for returned, damaged and obsolete items.
Fleet Management:
· Ensure that all vehicles are safe and road worthy.
· Ensure that all vehicles have proper on-board vehicle documentation.
· Schedule vehicles utilization plan to meet programmatic and operational needs.
· Ensure Vehicle Authorization is approved before leaving Splash International office.
· Maintain vehicles documentation, including log sheets, repairs logs and schedules.
· Monitor vehicles fuel consumption.
· Oversee vehicle operation and monitor the servicing schedule (planned maintenance).
Office Administration:
· Ensure timely renewal of office lease, vehicle rental and other admin agreements.
· Establishes and maintain appropriate filling systems for office correspondence, receive and dispatch mail.
· Ensures that the office is run in a professional and responsible manner.
· Ensures that office has sufficient office supplies.
· Coordinates any other necessary administrative and office management details.
· Makes all necessary travel and logging arrangement.
· Facilitate and ensure timely supply of office consumables (stationary, refreshment, cleaning and hygiene supplies) and monitor their use.
· Facilitate and management office cleaning, equipment repairs, utilities, water supply, facility keys management, etc.
· Administrate and ensure functionality of internet connectivity, printers and copiers.
· Facilitate monthly voice, data, and Mi-Fi internet package for staff.
· Responsible for oversight of vehicle rentals including tracking of leases and payment.
· Facilitate program logistics and administrative, scheduling facilities, meeting, and travel arrangements.
· Ensure that any equipment required for the meeting is delivered to the meeting room.
· Keep documents in a proper manner and ensure that all incoming mail is distributed to the appropriate persons in a timely manner and that all outgoing mail reaches its destination within a reasonable period of time.
· Receive and send documents or parcels by courier service, open and distribute the mail to whoever is listed on the internal contents.
· Performs other similar tasks as assigned by the immediate supervisor.
Note: This job description is not exhaustive and hence subject to revision based on the needs of the organization.
Job Requirements
About You
Qualifications
· Bachelor’s degree in Management, Supply Chain management, Logistics, Property Management, Business Management, accounting or related fields.
· At least 4 years of relevant work experience.
· Experience in managing inventory and warehouse, or ability to learn this skill.
· Knowledge of warehouse related Software or ERP system is advantageous.
· Solid technology skills including a high level of proficiency in MS Office and some familiarity with cloud-based software.
· Ability to work under pressure and prioritize tasks.
· Ability to handle confidential information with care.
· Keen attention to detail and accuracy.
· Excellent written and verbal communication skills
· Professional level of verbal and written fluency in English and Amharic
Desired Attributes
· You exhibit absolute integrity, honesty, openness, and sound judgment.
· You demonstrate excellent organizational skills, self-motivation, flexibility, and the ability to work and thrive in a fast-paced, energetic, entrepreneurial environment.
· You are an excellent communicator, with the ability to listen, communicate effectively, and build trust with a wide variety of internal and external constituents.
· You enjoy collaboration and have a genuine interest in learning from and developing others.
· Innovative and creative: you constantly seek better ways to accomplish objectives.
· You think critically and put a high value on offering and receiving constructive feedback.
· You have a deep belief in and passion for Splash’s work and the children we serve.
· You represent Splash in a professional and positive way, communicating with partners and co-workers with a high level of respect.
· You are willing and able to participate in meetings outside of normal business hours, as needed.
How to ApplyInterested applicants can apply directly on ethiojobs.net.
