Organization Background

JSI is a US-based public health nonprofit organization dedicated to providing high-quality technical and managerial assistance programs throughout the world. In Ethiopia, JSI has been working to improve health outcomes for more than 25 years, implementing more than 60 projects and working in every region. JSI has historically managed a large portfolio of projects focusing on the quality, and equity in access of, RMNCAH services, primary health care (PHC) including community health program, digital health, health information systems (HIS), supply chain management, public health emergency responses, and social and behavior change.

Activity Overview 

USAID Quality Healthcare Activity (QHA) aims at improving health outcomes through improved readiness of health facilities to deliver quality reproductive, maternal, newborn, child, and adolescent health (RMNCAH) services, increased management and accountability for quality service delivery, and restoration of services in health facilities in conflict-affected areas. QHA’s strategies and implementation approaches will help the government of Ethiopia build public and private health care systems that are responsive, resilient, and sustainable. QHA will cover urban and peri-urban primary health care units (PHCU) and referral health facilities in select regions and woredas. The Activity, through funding support from USAID, will be implemented by JSI in collaboration with Institute for Healthcare Improvement (IHI), MSI Reproductive Choices (MSI), Project HOPE, and Network of Ethiopian Women’s Associations (NEWA) for five years (May 01, 2023 – April 30, 2028)

Position Summary

Under the guidance and close supervision of the Operations Manager, the Event and Logistics Officer will provide event organizing and logistics support for QHA staff. S/he will assist the smooth operation of the JSI central office in the areas of: event organizing for trainings, workshops, meetings, conferences and other events.

Duties and Responsibilities

• Collaborate with the Operations team to facilitate travel and logistical arrangements for all event participants, including FO staff, partners, consultants, trainers, trainees, and any other individuals traveling for the event
• Facilitate and organize in-venue hotel bookings for events, meetings, workshops, trainings, and other gatherings
• Prepare and distribute Requests for Quotation (RFQs) to hotels and vendors based on the requested services
• Coordinate with other operations team members to follow up on payments to various vendors and hotels. Review the completeness of all event-related documents before submitting them to the finance team for payment processing
• Assist in providing administrative support for meetings, training/workshops, venue booking, invitation letters.
• Ensure events/trainings/workshops run smoothly and address any unexpected issue
• Manage event logistics, including stationaries, printings for the training (roll ups, banners, leaflets) and other printings necessary for the event
• Based on the service request, prepare participant registration and attendance sheets, and payment records. Oversee the provision of refreshments and other services for participants.
• Prepare vendors list and update regularly particularly hotels for events
• Prepare monthly reports on events, detailing the type of events, participant information, proposed payments, and other services provided during the month.
• Work closely with the event coordinator/requestor in completing PR, request letter form partners, budget break down and details information about the event.
• Assist in store management activities, specifically focusing on office and event stationery, and consumable supplies.
• Assist in receiving, inspecting and verifying incoming goods against purchase orders and specifications and delivery notes
• Support in labeling and storing incoming goods in designated locations
• Support to make sure office supplies and consumables are checked and refilled before they run out.
• Handle any other responsibilities as assigned by the immediate supervisor