Admin and Finance Assistant

Addis Ababa

Organization: WHO - World Health Organization
Location: Addis Ababa
Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Operations and Administrations
- Administrative support
- Banking and Finance
- AF_ETH Ethiopia
Closing Date: Closed

PURPOSE OF THE POSITION

As an Administrative and Finance Assistant, the incumbent will assist with administrative support services in the WHO Health Emergency program / WHO Country Office and ensure its smooth running.

REQUIRED QUALIFICATIONS

Draft correspondences on own initiative or on the bases of instructions; or redirecting them as appropriate, drawing the attention of the supervisor or other staff concerned;
Providing coordinated support in preparation of project related meetings, workshops and seminars;
Maintain an internal list of trainers/resource people and supervisors from the regions and federal institutes and collect all background documentation related to the activities;
Assist in planning and preparation of budgets for training programs, workshops and related events.
Provide admin and logistical support including identification of venues and arrangement of physical set ups for the training programs, workshops and related WHE events
Manage logistical arrangements as appropriate (i.e. hotel booking, accommodation, travel, transport, DSA payment to external participants etc.);
Ensure proper administration of physical resources and office arrangement for team members including office equipment, furniture and supplies;
Assist in procurement of material resources to the level delegated to the cluster as and when required by the team, which includes\: request for price quotation, table of analysis and issuance of local purchase order;
Process payments, financial transactions and follow liquidation as appropriate;
Support and compile requests for the procurement of goods and services; Acknowledge receipt of goods and services;
Draft minutes of the selection committee for recruitment of SSA contract and prepare the contract, keep track of medical clearance of Temporary Staff (SSA, APW). Ensure their timely renewal, including draft letter to UNHCC;
Provide admin support to the team members including processing of stationary requirements and its inventory; maintaining a filing system;
Maintain a central list including contract information of counterparts, resource persons and supervisors from the regional and federal institutes;
Provide secretarial support to the project team, including arranging appointments and maintaining schedule, receiving visitors, placing and screening calls and answering queries related;
Performs other related duties as required by the project coordinator.

Education

Essential\: Completion of secondary school education or equivalent technical training or commercial education with specialization in accounting, budgeting or finance
Desirable\: Training in secretarial tasks and/or in an administrative field is desirable.

Verification of Educational qualifications\:

âIn the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link\: http\://www.whed.net/. Some professional certificates may not appear in the WHED and these will be reviewed individuallyâ.

Experience

Essential\: 8 years of working experience with 3 to 5 years of responsible work in program support finance, budgeting and/or accounting activities

Desirable\: Experience within UN or other international or multinational organization will be an advantage

Use of language skills

Essential\: Excellent working knowledge of both written and spoken English and local language.

Desirable\: Knowledge of other UN official and local languages would be an advantage.

Skills

Ability to plan, organize, coordinate and implement inputs from several sources;
To express ideas clearly and concisely, both orally and in writing; to conceptualize and carry out tasks with little supervision
To provide financial analytical reports, using appropriate software;
To interpret financial rules and regulations; and to establish and maintain effective working relationships with people of different national and cultural backgrounds
Computer literacy and ability to effectively use a variety of software
Proficiency in Microsoft Excel is essential as well as experience operating the relevant WHO Global Management System (GSM) modules

WHO COMPETENCIES\:

Knowing and managing yourself
Producing results
Fosters integration and team work
Moving forward in a changing environment

ADDITIONAL INFORMATION

Duty station\: Multiple duty station
Annual remuneration\: USD 13, 432 Payable in ETB
Only candidates under serious consideration will be contacted. Please provide your cellphone number and valid e-mail address.
Long-listed candidates may be contacted to sit a written test or presentation prior to final short-listing. This does not preclude a written test or presentation prior to final interview.
Interviews will take place using a competency-based approach.
Applicants within government employment and/or with outstanding obligations will not be considered unless a letter of release is produced.
Note This is a national position. Only applications from nationals of ETHIOPIAN will be accepted. Please REFRAIN from applying if you are not ETHIOPIAN NATIONAL