Cluster Operation and Finance Officer

Jhpiego, an international non-profit health organization affiliated with Johns Hopkins University, is implementing the Reaching Impact Saturation and Epidemic Control (RISE) program in Ethiopia. RISE is dedicated to saving lives and improving health outcomes by accelerating HIV epidemic control and strengthening global health security to prevent and respond to emerging disease threats. Leveraging over two decades of evidence-based practices from PEPFAR implementation, RISE addresses critical health priorities including HIV, global health security (GHS), maternal, newborn, and child health and nutrition (MNCH-N), tuberculosis (TB), malaria, data systems, and supply chain management.

This multi-regional project spans diverse geographic areas, including pastoralist, agrarian, and semi-urban woredas. To ensure effective implementation, operational efficiency, and contextual relevance, RISE utilizes a geographic clustering model—grouping woredas into interconnected clusters for streamlined execution, localized coordination, and adaptive learning. Jhpiego is seeking a highly qualified Operation and Finance Officer  to join the RISE project team one of the below seven Clusters. The Operation & Finance Officer is primarily responsible for the administrative, financial and program support functions of Jhpiego Cluster offices. This includes providing support for routine programmatic, administrative and logistical activities related to implementation of projects within Jhpiego. S/he supports the Cluster team to ensure appropriate planning and tracking of project activities. S/he also participates in local implementing partners periodical financial monitoring and provides technical assistance to local implementing partners to improve gaps observed during monitoring.

The cluster office locations are listed below:

1. Axum
2. Lalibela
3. Bonga
4. Semera
5. Shashemene
6. Wolita Sodo
7. Jigjiga

Administrative Duties

1. Operations Management

        Lead and contribute to the administrative and operational efficiency of the Cluster Office through:

• Maintaining register of office equipment, computers, electronics etc. and assist in the management of fixed assets
• Following up with appropriate offices on monthly and recurring office bills and settle bills
• Keeping and controlling the cluster office resources such as vehicles, stationeries, and minor procurements.
• Making travel arrangements (transport and hotel booking) for staff and visitors.
• Regularly gathering HR related data and forms including vacation/compensation/sick leave forms, and medical expense reimbursement claims of the cluster staff, and submitting the forms, and other necessary info to the HR Officer for filing.
• Following up vehicle logbook and maintaining fuel register
• Ensuring security operations and systems are implemented and followed.
• Ensuring that office equipment inventory is regularly updated and ensure regular maintenance of office equipment as and when needed.

2. Maintaining Administrative Database/Record

• Acquire all necessary information and records including contract agreements, financial documents, MoUs, work procedures, and maintain all under standard filing system or database procedures
• Ensure up-to -date, complete, and accurate database for usage of Jhpiego cluster and country offices.

Financial Management Duties

• Acting as custody of petty cash and prepare petty cash settlement and replenishment.
• Following up on settlement of advances issued to the staff
• Providing inputs to and participate in budgeting for the cluster s/he is in.
• Assisting consultants to fill in consultant invoices and other related contractual documents.
• Delivering payments to various offices.
• Producing withholding receipt to the concerned body.
• Keeping used and unused printed documents in safe custody and control usage by maintaining a register
• Preparing petty cash reconciliation statement.
• Making reconciliation statement of advances monthly.
• Assist in the payment facilitation processes for different events like training and workshops
• Assisting in the review of travel-related financial documents to ensure completeness prior to reconcilin.

Program Support Duties

1. Support Program Planning and Implementation

• Provide day-to-day support for planning, coordination and implementation of meetings, workshops, training, and other related program activities.
• Draft relevant correspondence related to program implementation, including participant invitation letters, responses to requests from the RHB, etc. Provide follow-up as appropriate for all correspondence, including confirming attendance of invited participants
• Actively participate in event planning at the cluster level by assisting in budgeting, preparing payment sheets and documentation of financial documents in the cluster
• Serve as the key point person for coordination with the events management company in implementing project training and events
• Collaborate with the program officer (PO) in country office and assist technical staff in planning and budgeting
• Assist the Cluster Coordinator and Cluster-level advisors in updating project activity plans, looking ahead at upcoming activities and following up to ensure activities are implemented within schedule
• Participate in weekly cluster team meetings to discuss the progress of program implementation and take part in program staff meetings organized by the PO as needed
• Follow progress using an activity checklist, ensure complete preparation is done and relevant stakeholders are involved, and activities are implemented smoothly according to the plan
• Facilitate the timely ordering and procurement of training materials, stationery, equipment and supplies required to support program activities
• Liaise closely with country office finance and procurement team to facilitate procurement and financial transaction
• Collect consultant contracts and follow up as needed to ensure the timely payment for their work, including collecting all required documentation from them such as reports, invoices, etc.
• Coordinate logistics and planning arrangements in support of program activities; this includes but not limited to requesting printing of necessary materials, venue/lodging arrangement and bookings, vehicle request, etc.
• Provide on-site assistance at training, workshops and meetings, including registering attendees, providing per diem payments, settle hotel bills and other related payments and arranging all required logistics.
• Print and follow up the signing of the certificates by relevant signatories as per organizational standards
• Facilitate cluster team field travels, lodging etc.
• Perform any other tasks requested by the Cluster Coordinator

2. Program Documentation, Monitoring and Evaluation

• Assist in drafting workshop preceding and event reports
• Check completeness of the registration and attendance sheets and assist trainers to ensure that training and participant information forms are correctly filled at all trainings conducted by the Team and that these forms are submitted to Jhpiego M&E Unit timely.
• Follow event coordinators to submit TIMS’ data and ensure appropriate recording to ensure correct data is documented by the M&E Unit
• Maintain a hard and electronic copy of all training materials and documents developed by various teams in the cluster.
• Provide input for quarterly, semi-annual and annual program reports developed in the cluster

3. Filing and other tasks

• Receive, screen, log and route all program related correspondence and maintain an effective follow up system.
• Draft correspondence and reports as assigned by the cluster coordinator
• Assist in the budget preparation process
• Maintain files as directed by the PO and Cluster Coordinator
• Maintain up-to-date list of names and addresses of partner organizations, officials of the regional government and relevant others
• Keep Cluster Coordinator fully informed about the day-to-day activities and task implementation problems as they arise

Local Implementing Partners Grants Management Responsibilities

• Participating in the Local Implementing Partners budget review
• Follow-up and monitor partners for budget utilization and the implementation of planned activities as per the agreement.
• Conduct financial monitoring visits and prepare reports for appropriate action
• Follow-up the proper implementation of the corrective actions given to partners.
• Follow up the proper compliance of the cost share based on USG rules and regulations as well as other donor requirements as asper the subaward agreement.
• Check the reported cost share with the source documents.
• Assist Grant team in closeout procedures of terminated Local Implementing Partners
• Any other duties as assigned by the supervisor.

• University degree in Business Management, Accounting or related field
• Minimum of five to six years’ experience in portfolio/program administration in the areas of operations, program management, administration, accounting, financial management, budgeting or auditing, preferably within an US Government Agency, international Agency, NGO or national health agency
• Knowledge of laws, regulations and procedure governing US agency financial management. Good working knowledge of budget and fiscal procedures; contracting & procurement regulation and program management.

Abilities/Skills:

• Interpersonal Skill Requirements: Excellent communication and interpersonal skills to work in a multi-disciplinary team setup; ability to establish and maintain effective working relationships with MOH, NGOs, and other relevant partners
• Ability to interact skilfully and diplomatically with numerous counterparts
• Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform
• Ability to work proactively, organize and manage own work and assist others to do the same
• Demonstrated experience in event management
• Comfortable with a team approach to programming and the ability to manage several major activities simultaneously
• Background in and understanding of international development work
• Ability to work proactively, organize and manage own work and assist others to do the same
• Highly motivated and confident and ability to make decisions within bounds of the position
• Computer literacy including demonstrated proficiency with Excel and accounting packages

Cluster Office & Duty Station:

Language: Fluency in written and spoken English is required. Knowledge of Amharic and local area language are desirable.

Salary: Between 14,299 – 23,629 USD per annum. 

Jhpiego offers competitive salaries and a comprehensive employee benefits package.

Please apply at www.jobs-jhpiego.icims.com

Applicants must submit a single document for upload to include: cover letter, resume, and references.

Applicants must state the location applying for in the subject line of application letter. 

For further information about Jhpiego, visit our website at www.jhpiego.org

Note: The successful candidate selected for this position will be subject to a pre-employment background investigation.

Jhpiego is an Affirmative Action/Equal Opportunity Employer

“Jhpiego, a Johns Hopkins University affiliate, is an equal opportunity employer and does not discriminate on the basis of gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, other legally protected characteristics or any other occupationally irrelevant criteria. Jhpiego promotes Affirmative Action for minorities, women, individuals who are disabled, and veterans.

EEO is the Law

Application Deadline: November 12, 2025

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