|Location||Addis Ababa, Ethiopia|
|Date Posted||June 21, 2022|
|Category|| Administration |
|Job Type|| Full-time |
This position is located in the Operations and Advocacy Division (OAD), Office for the Coordination of Humanitarian Affairs (OCHA), which is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need promote preparedness and prevention and facilitate sustainable solutions.The Administrative Officer is based in Addis Ababa, Ethiopia. The Administrative Officer reports to the Head of Office, OCHA Ethiopia.
Within delegated authority, the Administrative Officer will be responsible for the following duties:I. Budget and Finance
- Serves as an Administrative Officer for OCHA Ethiopia, including providing guidance on administrative structure, internal control systems, implementation of the UN Financial Rules, Regulations and Guidelines, use of official forms, protocols, etc.
- Manages and advises the Head of Office on the cost planning process, including cost estimates, redeployment of funds as appropriate, staffing plans and justification of expenditures.
- Monitors OCHA Ethiopia expenditures against approved cost plans, ensuring regular verification and reconciliation of charges made by UNDP or other local service providers on behalf of OCHA.
- Monitors and follows up on outstanding NGO and UN Agency reports for grants and allocations provided to third parties.
- Ensures reporting on financial and administrative issues including for headquarters and donors.
- Assesses and analyzes needs for contributions from Donors, develop procurement plans and supervise purchases in coordination with UNDP or other local service providers, and OCHA Administrative Office.
- Provides information needed to respond to audit observations / findings.II. Human Resource Management
- Initiates and coordinates actions covering the entire span of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, vacancies, job classification reviews, separation of staff members, training, etc., ensuring consistency in the application of UN rules and procedures.
- Provides expert advice with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
- Represents the Unit at Panels and appointment bodies. Participate in interview panels for recruitment of administrative personnel (both international and national).
- Reviews post incumbency reports for purposes of vacancy management and staffing table control
- Leads, oversees and coordinates the preparation and implementation of the work program and budget to ensure compatibility with work priorities and objectives, taking into account the most effective use of resources.
- Oversees recruitment of national staff, including vacancy management and staff selection process.
- With Head of OCHA Ethiopia, elaborates staff development plans and identify training courses and other career development activities.
- Develops and manage orientation / induction programs for newly recruited staff membersIII. General Administration
- Leads the administrative and finance team of OCHA Ethiopia through ensuring individual and unit work objectives and plans are met as well as providing, on a regular basis, solid support and leadership to administrative staff on the ground.
- Conducts and negotiate administrative agreements such as cost sharing arrangements, service provision, etc. with third parties, in particular, UNDP (OCHA's main service provider for field-based activities).
- Oversees and monitor logistical arrangements for OCHA field offices, assets management, procurement, mission travels, workshops, conferences and seminars.
- Represents OCHA Ethiopia at inter-agency administrative meetings / forums / seminars; including participating in the development and strengthening of workings relations within the Operations Management Team (OMT).
- Ensures that the office premises are well maintained and provided with common services.
- Oversees the identification of office technology needs and maintenance of equipment, software and systems.
- Provides sound administrative surge capacity for other field and sub-offices as required.
- Performs other duties and/or assignments as required.
- Professionalism: Technical competence and proven track record in overall administration with emphasis on financial activities, and knowledge of the United Nations Financial Rules and Regulations as well as accounting practices; understanding of general administration and human resources management; competence in administrative support for field-based activities. Knowledge of organizational work and cost planning with the ability to set priorities and to plan, coordinate, and monitor own work plan and those under the supervision; ability to identify priority activities and adjust them.
Proactively service staff and other clients to propose appropriate solutions. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
- Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
- Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
- Leadership: Serves as a role model that other people want to follow: empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvements; does not accept the status quo; shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.
Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law or related area. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
A minimum of seven (7) years of progressively responsible experience in administration, finance, accounting, human resources management, or other related area is required. Field experience in an emergency situation is required. Experience providing administrative advice in or to a field emergency operation is desirable. Experience within the United Nations common system handling administration-related matters is desirable. Experience managing / leading Administrative Units at the international level, handling emergency and crisis situations, is desirable. Experience in a humanitarian context is desirable. Work experience using an ERP system is desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another UN official language is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
This post is funded for a finite period of at least one year. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.The United Nations is Secretariat and is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for these positions. An impeccable record for integrity and professional ethical standards is essential.External candidates (including OCHA temporary appointees and OCHA national field staff) who are selected for a position in field duty stations may be strategically placed on a fixedterm appointment limited to a specific position or to a specific country office in accordance to the paragraph 2.2 (b) of administrative instruction ST/AI/2013/1 on the administration of fixed-term appointment which provides that an FTA may be granted to individuals who are "(b) Selected but not reviewed by a Secretariat review body for appointments limited to specific entities".
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.
The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship.
Candidates who have committed crimes other than minor traffic offences may not be considered for employment.Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity.
By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c).
In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General. Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.Job openings advertised on the Careers Portal will be removed