Office of the Special Envoy for the Horn of Africa Administrative Officer Jobs in Ethiopia

Org. Setting and Reporting

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.

Responsibilities

Within delegated authority, the Administrative Officer will be responsible for the following duties:

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 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.

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 members

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.

Competencies

• 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.

• 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.

Education

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.

Work Experience

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.

Languages

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.

How to Apply

For more information and job application details, see; Office of the Special Envoy for the Horn of Africa Administrative Officer Jobs in Ethiopia

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