Associate Administrative Officer -Shire, Ethiopia

Job Description

E (most hardship)

Non Family with Residential Location

Non Family with Residential Location Danger Pay

Addis Ababa, Eth Fed Dem Rep

PR2

Professional

Reason

Regular > Regular Assignment

No

2023-01-27-08:00

February 16, 2023

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.

This position requires counselling, employee coaching and development skills. Ability to lead a team in an extremely challenging environment. The role requires the incumbent to possess resilience and adaptability skills to operate under extremely difficult situation. The position requires solid experience in Financial Accounting – Modified cash-based accounting as per international standards, financial auditing, ability to work with ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other), Financial Management. In addition, the incumbent should have a track record of working with and lead functionally and culturally diverse teams. Strong interpersonal, advocacy, communication skills are a must for this position.

Nature of Position:

Under the supervision of the Head of Sub-Office, the incumbent will be a member of the Office management team and is relied upon by the Office to be responsible for the implementation of general administrative and resource management tasks. He / she will supervise several General Service Administrative and Finance staff. Additionally, the incumbent will also perform finance tasks which include assessment, review, and ensure application of finance-related policies, instructions, procedures, etc. render advice to management regarding the application of financial policies and procedures and, when necessary, coordinate with the Representation Office in Addis Ababa, as applicable, regarding the interpretation of such policies and procedures. Ensure accounting records are correct and reliable, including, and not limited to timely bank reconciliations, maintenance of open items, timely processing of travel financial transactions, clearance of residual requisitions and purchase order balance. Ensure monthly and yearly closing as well as any other periodic accounting-related processes are executed in a timely and accurate manner. Ensure the maintenance and on-going validity of the Delegation of Authority Plan (DOAP). Ensure that payments made are timely and accurately, and all month-end and year-end cut-off processes are implemented in line with relevant guidance. Supervise the preparation of financial reports, monitoring, and supervising expenditures with respect to approved budgets and work plans. Ensure that local bank account administration and associated cash management functions are performed in adherence to financial guidelines Perform financial management and control related to Cash-Based Interventions in adherence to financial guidelines. Review and certify vouchers, including ABOD disbursements.

This position requires counseling, employee coaching and development skills. Ability to lead a team in an extremely challenging environment. The role requires the incumbent to possess resilience and adaptability skills to operate under extremely difficult situation. The position requires solid experience in Financial Accounting – Modified cash-based accounting as per international standards, financial auditing, ability to work with ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other), Financial Management. In addition, the incumbent should have a track record of working with and lead functionally and culturally diverse teams. Strong interpersonal, advocacy, communication skills are a must for this position.

Living and Working Conditions:

Staff member should be prepared to operate under challenging conditions with extremely limited resources. The staff members will be working within a city that has been isolated for almost two years due to the crisis which began in November 2020. The office deals primarily with several local camp environments with inherent risks to staff safety and health. Regardless of information campaigns, there are realistically few, or no COVID-19 protocols adhered to by the camp(s) population. Some staff wear masks but will often work within others who do not.

There is one general hospital in Shire offering limited services. Most pharmacies are closed. Staff with prescriptions should come with at least 3 months of prescription medication. Staff are accommodated in one guest house and UNDSS-cleared hotels.  Bedrooms are ensuite. The kitchen is partly equipped. New cookers with oven have been requested. Shire town has power and water. However, services have been disrupted for some months and repairs are underway. Generators are available at the offices and guesthouses for limited hours. The office relies on VSAT for internet connectivity.

The currency used in operation area is the Ethiopian Birr (ETB). However, there is no access to the Government and Private Banks nor ATM. The government has announced plans to resume financial and other services in the future.

Additional Qualifications

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

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

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

Compendium

Add.2 to Bi-annual Compendium 2022 – Part B

This position requires Functional Clearance