The Operations Associate provides administrative support to the Ethiopia Prevent Epidemics program team, ensuring the seamless planning, coordination and execution of trainings, workshops, and events, including managing logistics, facilitating participants’ registration and payment, and facilitating communication with participants. The Operations Associate reports to the Senior Operations Manager, with a dotted line to the Principal Manager, Prevent Epidemics. This is a full-time, 12-month fixed-term employment position based in Addis Ababa.

Core Duties and Responsibilities: 

• Reservations: Book venues for meetings and accommodation for participants at contracted hotels.

• Registration and Enrollment: Facilitate the registration and enrollment process for workshops/training sessions, including managing registration systems, processing payments, and maintaining participant records.

• Schedule Coordination: Manage the scheduling of workshops and training sessions as needed, with venues, other vendors, the Prevent Epidemics team, and participants.

• Logistics Management: Oversee logistical aspects of workshops and training sessions, such as room setup, audiovisual equipment setup, and distribution of materials. Ensure that all necessary resources are available and functioning properly, providing assistance to address unforeseen issues, as needed.

• Participant Communication: Serve as the main point of contact for participants, providing them with relevant information about workshop/training logistics, schedules, and requirements. Respond promptly to participant inquiries and concerns.

• Vendor Communication: Follow up with chosen vendors to ensure timely and high-quality service delivery, including coordination with printing companies, hotels, and other service providers. Visit and evaluate meeting venues as needed to ensure they meet the required standards for the event (training, workshop, etc).

• Material Preparation: Assist in organizing the prepared workshop/training materials, including printing handouts, assembling training kits, and organizing supplies. Ensure that materials are accurate, up-to-date, and readily accessible for facilitators and participants.

• Documentation and Reporting: Maintain accurate records and documentation related to workshops/training activities, including attendance records, evaluation results, and financial transactions. Generate reports as needed to track progress and outcomes.

• Budget Monitoring: Assist in monitoring and managing the budget for workshops/training programs, tracking expenses, and ensuring adherence to budgetary guidelines.

• Expense management: Facilitate the onsite payment to participants and facilitators in collaboration with the RTSL finance team and banks, including preparing necessary documentation required for such payments.

• Travel: Travel frequently to event sites and venues to assess venues and to support workshops.

Qualifications:  

Experience, skills, competencies and education 

• At least 3 years’ experience in administration support, preferably in a training or education setting

• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines

• Excellent communication skills, both written and verbal

• Proficiency in Microsoft Office suite, including Excel, and experience with record-keeping

• Strong attention to detail

• Strong work ethic and integrity

• Drive to provide excellent customer service

• Proficient with numbers

• Ability to work effectively both independently and as part of a team in a fast-paced environment

• Bachelor’s degree in any field; business administration, management or related discipline, a plus