Regional Administrative & Logistics Coordinator Full Time

USAID/Policy LINK Ethiopia is a five-year activity with the overall objective of supporting the Government of Ethiopia (GoE) and other policy system actors in their aspiration to develop an inclusive policy development process. Specifically, the activity will facilitate the transition towards a policy development paradigm driven by multiple stakeholders.

This approach to policymaking will strengthen the capacities of Ethiopia’s main agricultural policy system actors and institutions and support them to engage stakeholders traditionally excluded from decision- making, including academia, financial institutions, the judiciary, Civil Society Organizations (CSOs) non- governmental organizations (NGOs), and private sector representatives from the national, regional, and local levels.

This approach is underpinned by Policy LINK’s overarching theory of change focused on increasing human and social capital, engaging policy system actors in collaborative processes, and developing mechanisms for collaborative governance and dynamic learning systems and platforms to sustain collective action.

Position Objectives

The Regional Administrative & Logistics Coordinator will support the smooth implementation of activity operations within the assigned region. S/he will provide regional administrative, financial, logistical, and clerical support in the assigned regional office, coordinating closely with the central team in Addis Ababa to proactively flag any regional logistical and administrative needs and issues affecting activity implementation in the region. S/he will handle petty cash disbursements, advances, and maintain accurate records of payments and replenishments. S/he will also provide assistance to maintain daily office functions.

S/he will be expected to liaise with operations and technical points of contact in the assigned office as well as the LINK central team in Addis Ababa.

S/he will continually reinforce Policy LINK’s agreed-upon core purpose and principles, and ensure all decision-making is rooted in those purposes and principles. S/he will contribute to foster a learning environment in which personal and team growth is supported, with a shared understanding that the “team” always comes before the “individual.”

Responsibilities

The Regional Administrative & Logistics Coordinator will be responsible for the following within the assigned Policy LINK region:

• Ensure that daily administrative support is provided to the program team;
• Handle routine administrative tasks, to include calls, mail, photocopying, maintaining updated program contact lists, keeping bulletin boards orderly, and electronic communications and routing messages and information to appropriate individuals;
• Create, update, and maintain organized files and records including a system for tracking, monitoring and prioritizing tasks;
• Organize, manage, and process official DAI correspondence and other project documents, including incoming, outgoing, and interoffice mail as per the project’s filing protocol/record map;
• Ensuring confidentiality of information and management records is guaranteed;
• Reserve conference room and assist arrange meetings, trainings and/or project events;
• Maintain log of office and communication supplies purchases and distributions to staff;
• Coordinate with Addis Ababa operations team to book and confirm all hotel reservations, and other travel arrangements for project staff and official visitors;
• Assist consultants visiting the project regional office, provide local information on transportation, lodging and any other accommodation as needed;
•  Keep inventory up to date in required systems, ensure that asset labels/tags are affixed to all project inventory and conduct regular inventory audits;
• Update and maintain office calendar of events at the regional level and share with Addis Ababa-based team;
• Organize logistics for office meetings, including taking notes as needed;
• Manage the petty cash account, ensuring that all transactions are recorded on the petty cash log;
• Monitor petty cash account usage, reconciliation, and participate as required;
• Ensure that proper approval signatures are obtained and that both parties, Payer and Receiver, verify the cash amount of the transaction;
• Accurately record petty cash transactions daily and report disbursements weekly to Finance Manager;
• Submit procurement requisitions and support administrative requirements of procurement, working with the Addis Ababa Procurement and Subawards Manager as needed;
• Collect invoices and follow up with vendor for submission of CRV;
• Request advances and process per diem payment for participants for events within the assigned region;
• Responsible to reconcile and settle any advance taken within the allowed timeframe as per the Field Operations Manual;
• Coordinate with IT support in Addis Ababa to ensure that computer equipment is operational including Internet access, email, electronic filing, and retrieval system, etc.;
• Share relevant security alerts with LINK staff and consultants traveling within the region and proactively feed security updates and issues to the Addis-based Security Focal Point;
• Ensure all security protocols and requirements are followed within the respective region;
• Perform other duties as assigned.

Reporting

The Regional Administrative & Logistics Coordinator will report to the LINK/Ethiopia Regional Program Manager for the assigned region with a dotted coordination line to the Addis Ababa-based Program Manager, Activity Implementation.

Supervisory Responsibilities

The Regional Administrative & Logistics Coordinator will not have any supervisory responsibilities

Status: Long Term Technical Assistance (Full-time employment position)

Start Date: As soon as possible

Supervisor: LINK/Ethiopia Regional Program Manager for assigned region, with a dotted coordination line to the Addis Ababa-based Program Manager, Activity Implementation

Policy LINK will not reimburse candidates for relocation benefits. Candidates must be based in the region they are applying for or be able to move at own expense.