Job Description
The U.S. Pharmacopeial Convention (USP) is a scientific nonprofit organization that sets standards for the identity, strength, quality, and purity of medicines, food ingredients, and dietary supplements manufactured, distributed, and consumed worldwide. USP’s drug standards are enforceable in the United States by the Food and Drug Administration, and these standards are used in more than 140 countries. USP’s focus on global public health extends to lower and middle-income countries with work in over 20 countries through donor-funded programs. In 2019, USP was awarded the Promoting the Quality of Medicines Plus (PQM+) program, a 5-year USAID-funded global program designed to sustainably strengthen medical product quality assurance (QA) systems in low-and-middle income countries. The main objectives of PQM+ program include: to improve governance of medical product QA systems, improve country and regional regulatory QA systems, optimize, and increase financial resources for QA, increase supply (manufacture) of quality-assured essential medicines and advance global learning and operational agenda, for medical products quality assurance.
PQM+ has been operating a program in Ethiopia since early 2020. Over the past year, the funding level has increased significantly, leading to a significant increase in the volume of work. As such the Ethiopia team is searching for an Operations Associate to support the in-country operations team by providing ongoing administrative and operational support. Key responsibilities are provided below.
Key Responsibilities
- Provide operational support to the Finance and Procurement and Logistics department in Ethiopia.
- Gather necessary documents and prepare per-diem pay sheet and follow up for list of participants.
- Prepare bank payment voucher and check.
- Cross reference all financial supporting documents.
- Scan all supporting document of payments vouchers and Journal vouchers.
- Follow up and process VAT refund.
- Prepare and summarize petty cash refund.
- Follow up and notify to POESSA whenever there is salary change or new employee hired.
- Under guidance from the Senior Finance Officer, review completeness of all financial document and make ready for annual audit.
- Performing administrative duties, including answering phones, and scheduling appointments
- Obtain quotes for various routine procurements under guidance from the Procurement Officer
- Monitoring the program procurement tracker and track progress, updating the relevant procurement requestors, and briefing the procurement officer on a regular basis.
- Update procurement tracker and upload to share point.
- Maintain inventory record and conduct physical count twice per year.
- Arrange taxi for staff travels within Addis Ababa
- Perform any other tasks as assigned by the supervisor.
Supervisory Responsibilities :N/A
Important Note
- This opportunity is only available to Ethiopian nationals or holders of work permits and permanent residence permits for Ethiopia.
- Please indicate your hourly rate in ETB
- The recruitment will be until end of September 2024
Job Requirements
Qualifications and Experience
The successful candidate will have a demonstrated understanding of our mission, commitment to excellence through inclusive and equitable behaviors and practices, ability to quickly build credibility with stakeholders, along with the following competencies and experience.
- BA degree in Accounting, Financial Management, Logistics & Supplies Chain Management, statistics, and related field
- Proven work experience as an Operations Associate or similar role
- Strong analytical and problem-solving abilities.
- Ability to multitask and adhere to deadlines.
- Ability to work independently but also as part of a team.
- Experience with inventory management, database, or similar software is beneficial.
- Relevant training and/or certifications as an Operations Associate
- Experience in USAID funded projects.
- Excellent communication and listening skills.
- Strong computer proficiency
- Five (5-year) experience in the field.
More Information
- Address Ethiopia
- Experience Level Senior
- Total Years Experience 5-10
Accounting - Administrative - Business - Finance - Logistics/Transportation - Supply Chain and Distribution
