Associate Admin Officer -Mekele, Ethiopia

Organization: UNHCR

Location: Mekele, Ethiopia

Deadline: December 15, 2022

Job Description

Hardship Level

D

Family Type

Non Family with Residential Location

Family Type

Non Family with Residential Location Danger Pay

Residential location (if applicable)

Addis Ababa, Eth Fed Dem Rep

Grade

PR2

Staff Member / Affiliate Type

Professional

Reason

Regular > Regular Assignment

Remote work accepted

No

Target Start Date

2022-11-21-08:00

Job Posting End Date

December 15, 2022

 

Standard Job Description

Associate Administrative Officer Organizational Setting and Work Relationships The Associate Administrative Officer is responsible for supporting the Office/Bureau in the implementation of general administrative and resource management tasks. S/he will work quite independently on regular assignments with an oversight from the supervisor, who will provide general guidance and work plans for identifying work priorities and appropriate approaches; work is controlled for meeting expected results.

S/he will establish and maintain efficient administrative control mechanisms to ensure compliance with UN administrative, financial and human resources rules and procedures. Contacts on administrative/budgetary related issues are mainly with Sections/Units/Offices within the organization both at HQ and in the Field and with local suppliers/services to ensure provision of services and resolution of difficult problems. Frequent external contacts with counterparts in other organizations or at working level in national Governments on issues of importance to Organization’s programmes.

He/she acts as adviser or representative of the Organization with authority to discuss problems and seek common ground on which to recommend solutions based on predetermined guidelines provided by higher authority. The incumbent directly supervises general service staff.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks.

In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity.

Duties

– Contribute to the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.

– Monitor the day-to-day personnel and administrative operations of the office. – Provide advice on personnel and administrative policies and procedures.

– Assist with the implementation of processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations.

– Participate in the recruitment and appointment process, and assist with administrative formalities concerning local General Service staff.

– Coordinate training and capacity-building activities to staff in administrative related areas.

– Assist with the preparation of staffing and administrative budget requirements for the office.

– Assist in the competitive procurement process for selecting, awarding and issuing local contracts, in line with UNHCR regulations, rules and procedures.

– Facilitate the mission travel of staff, including following up on travel authorizations, bookings, tickets.

– Monitor the quality and timeliness of goods and services delivered to the office.

– Manage contracts and relations with suppliers.

– In coordination with Human Resources and Field Security, undertake periodic reviews to ensure that the Office premises are set up and staff accommodation are managed in line with the organizational policies and any related issues are brought to the attention of DHR.

– Perform other related duties as required.

Minimum Qualifications Education & Professional Work Experience Years of Experience /

Degree Level For P2/NOB – 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree Field(s) of Education Public or Business Administration; Economics; or other relevant field. (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses Not specified.

Relevant Job Experience

Essential

Work experience in at least one of the following fields: Human Resources, Administration, Budget, Finance, and Procurement.

Excellent computer skills, in particular in MS Office applications. Desirable Working experience of at least one year in an intergovernmental organization (United Nations or similar).

Good knowledge of UNHCR¿s administrative rules and procedures. Working experience with PeopleSoft/Oracle Financial and/or HR modules.

Functional Skills MG-Resource Management FI-General Financial Management MG-Office Management (Functional Skills marked with an asterisk* are essential)

Language Requirements

For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.

For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.

For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise. This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

 

Desired Candidate Profile

Required languages (expected Overall ability is at least B2 level):

English

,

Desired languages

,

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link:

https://wwwnc.cdc.gov/travel

 

Nature of Position:

On 4 November 2020, military confrontations between federal and regional forces in Ethiopia ‘s Tigray region, which borders both Sudan and Eritrea, led the Government to declare a State of Emergency. Since then, and despite the announcement of an official end to military operations in late November, large areas of Ethiopia ‘s Tigray region are still affected by armed clashes and insecurity, leading to further forced displacement of population particularly in Western Tigray. Since fighting broke out, mass casualties have been reported in different parts of Tigray, while over 50,000 Ethiopians have fled to neighboring Sudan. The situation has adversely affected the refugee population who resided in Tigray, comprised of approximately 100,000 Eritrean refugees. UNHCR was able to reach the the refgugee camps in March 2021, and found them completely destroyed, while the refugee population had fled. A relocation process began in late January. Internal displacement in Tigray has occurred on a massive scale. While the situation remains fluid and conflict ongoing, the Regional Bureau of Labor and Social Affairs (BOLSA) highlighted that there are an estimated 1.7 million displaced people across Tigray. On 21 January, the Government also announced a State of Emergency in Metekel Zone in Benishangul Gumuz region. The Associate Admin Officer will report to the Head of Sub Office and is expected to contribute to the provision of resources (Human, Finance, Material and Services) necessary to support the day-to-day activities of the staff in the office and provide an oversight on the day-to-day personnel and administrative operations of the office. In addition to this, the incumbent should be proficient in financial management of resources including knowledge of MSRP-Finance module.

Living and Working Conditions:

Mekelle, is the capital city of Tigray Region in Ethiopia. Mekelle was formerly the capital of Enderta awraja in Tigray. It is located around 780 kilometres (480 mi) north of the Ethiopian capital Addis Ababa, with an elevation of 2,254 metres (7,395 ft) above sea level. Administratively, Mekelle is considered a Special Zone, which is divided into seven sub-cities. Mekelle is the economic, cultural, and political hub of northern Ethiopia. Mekelle has grown rapidly since 1991. In 1984 it had 61,583 inhabitants, in 1994, 96,938 (96.5% being Tigrinya-speakers), and in 2006 169,200 (i. e. 4% of the population of Tigray). Mekelle is 2.6 times larger than Adigrat, the second largest regional center. It is the fifth largest city in Ethiopia, after Addis Ababa, Dire Dawa, Adama, and Gondar. The majority of the population of Mekelle depends on government employment, commerce and small-scale enterprises. Mekelle now has new engineering, cement and textile factories, producing for the local and foreign market. There are limited medical facilities in Mekelle that are equipped to deal with moderate medical cases. Evacuation opportunities are also limited. However, air ambulance evacuation can be organized for life- threatening emergencies during day time. Candidates with conditions requiring regular treatment or medical supervision should be appropriately advised. The climate of Ethiopia and the regions varies greatly. It is temperate on the plateau and hot in the lowlands. Generally, the high elevation of the land affects one’s adjustment to the environment. The local currency is the Ethiopian Birr. Foreign currency may only be changed at authorized banks and hotels. Exchange of foreign currency outside the regulated banks (Black Market) is a criminal offence, and international UN personnel caught by police sting operations have been known to be arrested and detained for several days. Any entry or exit of cash in excess of US$3,000 (or the equivalent in other foreign currencies) must be declared to the customs authority. ATM cash withdrawals are available in Mekele. AMEX is generally not accepted. Payment with credit card is possible in a few selected shops and tourism areas, but this form of payment is expanding. While humanitarian partners’ access to Tigray is improving, access to large areas continues to be impeded by insecurity, limiting the humanitarian response, particularly in rural hard-to-reach areas.

 

Additional Qualifications

Skills

AD-Office supplies management, BU-Budget and Financial Management, FI-Financial Accrual Accounting under internationally accepted standards (IFRS,IPSAS,etc), FI-General Financial Management, PG-Administration and monitoring of resources, UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Education

BA: Accounting (Required), BA: Business Administration (Required), BA: Economics (Required), BA: Finance (Required), BA: Public Administration (Required)

Certifications

Administration – Other, Finance – Other

Work Experience

Annual Budget OL in Operation/Office, Number of Persons of Concern Served, Number of Workforce in Operation/Work Setting, Workforce to Supervise, Working with Persons of Concern: Internally Displaced Persons, Working with Persons of Concern: Refugees, Working with Persons of Concern: Returned IDPs, Working with Persons of Concern: Returned Refugees

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Political awareness, Teamwork & collaboration

UNHCR Salary Calculator

https://icsc.un.org/Home/SalaryScales

Compendium

Bi-annual Compendium 2022 Part B – November 2022

 

Functional clearance

This position requires Functional Clearance

 

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