Operations & Logistics Officer (Headquarter)

Job Summary The Operations & Logistics Officer at Headquarters is the guardian of the project's physical resources and logistical backbone. This critical role ensures that every Registration Center, mobile team, and support function has the necessary equipment, supplies, and transportation to operate effectively and without interruption. The officer is responsible for end-to-end logistics management, from strategic procurement and inventory control to the timely deployment and maintenance of assets across urban centers and remote rural locations. By ensuring that all resources are procured, deployed, and maintained to the highest standards and within budget.  Position Title: Operations & Logistics Officer   Required No : Two (2) Department: Operations  Reports To : Technical/Project Manager   Location: Addis Ababa, Headquarters (with extensive field travel to all regions)   Employment Type:  Contract Key Responsibilities: 1.Workforce Planning & Budget Compliance Monitor the approved staffing structure and headcount against actual deployment, ensuring all positions are filled in accordance with the project budget. Track personnel costs (salaries, benefits, incentives) against the HR budget and alert management to any potential overruns or variances. Provide regular workforce analytics to project leadership, including vacancy rates, turnover trends, and staffing projections. 2.Talent Acquisition & Onboarding: Lead the end-to-end recruitment process for all project positions (HQ and field), including job advertisement, candidate sourcing, screening, interview coordination, and reference checks. Ensure all hiring decisions are made promptly to fill vacancies and minimize operational disruption, particularly for critical field roles. Coordinate and conduct comprehensive onboarding sessions for new hires, ensuring all documentation is complete and they are oriented to project policies, culture, and expectations. Maintain a robust candidate pipeline and reserve list for rapid replacement in case of unexpected turnover. 3.Performance Management & KPI Monitoring: Implement and monitor the project's performance management system, ensuring all employees have clear, documented performance objectives aligned with monthly KPIs. Work closely with supervisors and managers to ensure timely completion of performance evaluations and feedback sessions. Track individual and team performance against KPIs, providing regular reports to management and identifying high performers for recognition and underperformers for support. 4.Employee Relations & Disciplinary Oversight: Serve as the primary point of contact for employee inquiries regarding HR policies, benefits, and workplace concerns. Manage the disciplinary process in accordance with project policies and Ethiopian labor law, including: Documenting incidents and conducting initial fact-finding investigations. Issuing verbal and written warnings for policy violations in consultation with the HR Manager. Recommending corrective actions up to and including termination (with final approval from HR Manager/Project Manager). Foster positive employee relations by addressing grievances fairly and confidentially, mediating conflicts when necessary. 5.Training & Competency Development: Identify training needs across the project in collaboration with department heads and field supervisors. Coordinate the scheduling, logistics, and delivery of all training programs, including mandatory registration training for new field staff. Maintain a training record database for all employees, tracking who has completed required certifications and identifying gaps. Ensure all deployed staff possess the necessary competencies to perform their roles effectively and safely. 6.Payroll Preparation & Coordination: Prepare accurate monthly payroll data for all project staff (HQ and field) and submit to the Finance Officer by established deadlines. Calculate all salary components, including base pay, allowances, overtime, and performance-based incentives tied to monthly KPI achievement. Ensure all new hires, terminations, salary adjustments, and leave balances are accurately reflected in payroll each month. Verify attendance records, leave reports, and timesheets submitted by field Admin Officers to ensure payroll accuracy. Collaborate with Finance to resolve any payroll discrepancies and respond to employee payroll inquiries. 7.HR Administration & Reporting: Maintain complete, confidential, and up-to-date personnel files for all employees (digital and physical). Prepare and submit regular HR reports to the HR Manager and project leadership, covering recruitment status, turnover rates, disciplinary actions, training completion, and payroll summaries. Ensure all HR practices and documentation comply with Ethiopian labor laws, donor requirements, and project policies.