Operations Associate - Addis Ababa, Ethiopia

Resolve to Save Lives (RTSL) is a US-based, global public health organization with a mission to prevent 100 million deaths from heart disease and to make the world safer from epidemics. Resolve to Save Lives’ Prevent Epidemics unit works closely with Ministries of Health and national public health institutes in Africa to strengthen epidemic preparedness capacity, accelerate disease detection and response, and to use data effectively to inform action. In addition to direct partnership with governments, we also work with implementing partners including US CDC, the World Health Organization, World Bank, and Global Health Advocacy Incubator to implement programs, prototype new innovations, and ensure sustainability through increased national ownership, including domestic budget allocations. To find out more about our work, visit: https://www.resolvetosavelives.org and https://preventepidemics.org/.  

Our evidence-based approach highlights that effective epidemic response is intrinsically tied to cross-sectoral partnerships, national and sub-national coordination, community engagement, and ongoing strengthening of public health systems. To that end, we partner closely with national and sub-national teams in countries like Nigeria, Ethiopia, the Democratic Republic of Congo, and Uganda through a range of different staffing and partnership models. We empower institutions to embrace strategic management practices, institute consistent quality improvement protocols, and cultivate an environment conducive to epidemic preparedness.  

Position Purpose: 

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:  

• 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

While this position is largely remote, there is an expectation that the Operations Associate is based in Addis Ababa and occasionally attends team meetings and other events in person. 

Compensation and Benefits:

Resolve to Save Lives prides itself on cultivating a supportive, connected remote team doing work that matters. We do everything we can to ensure our employees are connected and set up for success. 

The salary for this role is competitive and set according to national labor rates for the international NGO sector in Ethiopia. The exact offer will be determined by a variety of factors, such as the candidate’s skills and experience relative to the requirements of the role.  

In addition to a competitive salary, Resolve to Save Lives provides a generous package of benefits, including: 

• Health insurance for you and your dependents

• Contributions toward retirement

• Paid annual leave and sick leave, in addition to public holidays

• Two paid, week-long organization-wide breaks at mid-year and end-of-year

• Professional development and home office setup benefits

• Up-to-date computer equipment

RTSL believes its programs are strengthened when they are developed and supported by individuals with diverse life experiences whose understanding of social and cultural issues can help make our work and workforce more inclusive. We encourage applications from and provide equal employment opportunities to all qualified applicants without regard to race, color, religion, gender, gender identity or expression, ancestry, sexual orientation, national origin, age, disability, marital status, or status as a veteran. Resolve to Save Lives complies with all applicable US EEO laws.