ADMINISTRATIVE OFFICER [Temporary]
Addis Ababa (Ethiopia)
Org. Setting and Reporting
Established by the Economic and Social Council (ECOSOC) of the United Nations (UN) in 1958 as one of the UN's five regional commissions, ECA's mandate is to promote the economic and social development of its member States, foster intra-regional integration, and promote international cooperation for Africa's development. Made up of 54 member States, and playing a dual role as a regional arm of the UN and as a key component of the African institutional landscape, ECA is well positioned to make unique contributions to address the Continent's development challenges. The strategic objective of ECA is framed around delivering ideas and actions for an empowered, inclusive and transformed Africa in the framework of the 2030 Agenda for Sustainable Development and Agenda 2063 of the African Union through its three core functions, namely, its function as a think tank, its convening function and its operational function.
This position is located at the Division of Administration (DoA) in the Economic Commission for Africa (ECA) in Addis Ababa, Ethiopia. It encompasses sub-functional specialties such as finance, human resource administration, planning, monitoring, programming/budgeting, and implementing, monitoring and evaluation of business functions. The Administrative Officer reports directly to the Director, Division of Administration. For more information about UNECA, please visit our website: www.uneca.org.
Within delegated authority, the Administrative Officer will act as the Special Assistant to the Director and will be responsible for the following duties:
•Reviews ECA's mandate with the purpose of streamlining processes while providing administrative support to the Director, DOA.
•Supports the Director in the conduct of the office work and all issues that fall within the DOA purview, including general management matters and staff-management relations.
•Drafts background documents, notes for the file, power point presentations, briefing notes and talking pints to all meetings the Director needs to attend as well as ensure the timely and qualitative drafting of documents and other written papers. Ensures that relevant staff is informed and/or called to attend meetings.
•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.
•Conducts and coordinates the day-to-day work of the Director of Administration by providing liaison services with all variety of clients to the DOA;
•Supports the Director of DOA in the development and implementation of operational plans and standard operating procedures (SOPs);
•Acts as a focal point for internal and external audit related matters (with OIOS and Board of Auditors), and coordination of assignments originating from Joint Inspection Unit (JIU), International Civil Service Commission (ICSC), Ethics Office, Management Evaluation Unit (MEU), Operations Management Team (OMT) of United Nations (UN) System Ethiopia or other UN entities.
•Coordinates organization's business continuity activities.
•Monitors and controls budgetary allocations for the Division through regular reviews; drafts routine and ad hoc outputs; and provides effective monitoring reports and data. Identifies deviations from plans and proposes corrective measures.
•Takes the lead with respect to the preparation and implementation of the work programme for the Division, ensuring that financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued.
•Maintains close contacts with other ECA Divisions and brings to the attention of the DOA all matters requiring his/her personal attention, assists in formulating options as to how those matters might be handled, and ensures proper follow up, as directed.
•Ensures timely follow-up to the Director's directives, including effective dissemination of pertinent information to DoA’s Section chiefs, senior management, and other relevant staff in ECA.
•Ensures that internal and external communications flow is maintained through appropriate electronic media. Provides expert guidance and leadership to staff in the Office of the DOA.
•Performs any other duties as required.
Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations to work situations. Conceptual analytical and evaluative skills in order to conduct independent research and analysis. Ability to identify issues, formulate opinions, and make recommendations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and strives for equal participation of women and men in all areas of work.
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.
PLANNING AND 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.
Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.
Advanced university degree (Master's or Doctorate) in business or public administration, finance, accounting, law or related area. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree. A first-level degree (Bachelor's or equivalent) in combination with additional two years of qualifying experience may be accepted in lieu of the advanced university degree.Work Experience
A minimum of five years of progressively responsible experience in administration, finance, accounting, human resources management or related field is required. Experience in human resource management and change management is an advantage. Experience in budget formulation and financial management is an advantage. Experience in using SAP based ERP systems or equivalent ERP finance modules is an advantage. Qualifying years of experience are calculated following the receipt of the first-level university degree recognized by the United Nations.Languages
English and French are the working languages of the UN Secretariat. Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage.Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.Special Notice
This position is temporarily available until the filling of the regular post. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
An impeccable record for integrity and professional ethical standards is essential.
For this position, applicants from the following Member States, which are unrepresented or underrepresented in the UN Secretariat as of 31 October 2018, are strongly encouraged to apply: Afghanistan, Andorra, Angola, Antigua and Barbuda, Bahrain, Belarus, Belize, Brazil, Brunei Darussalam, Cabo Verde, Cambodia, Central African Republic, China, Comoros, Cyprus, Democratic People's Republic of Korea, Dominica, Equatorial Guinea, Gabon, Grenada, Guinea-Bissau, Indonesia, Islamic Republic of Iran, Japan, Kiribati, Kuwait, Lao People's Democratic Republic, Lesotho, Liberia, Libya, Liechtenstein, Luxembourg, Marshall Islands, Federated States of Micronesia, Monaco, Mozambique, Nauru, Norway, Oman, Palau, Papua New Guinea, Qatar, Republic of Korea, Russian Federation, Saint Lucia, Saint Vincent and the Grenadines, Sao Tome and Principe, Saudi Arabia, Solomon Islands, South Sudan, Suriname, Syrian Arab Republic, Thailand, Timor-Leste, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu, Bolivarian Republic of Venezuela.
While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no
bearing on the future incumbency of the post.
This temporary job opening may be limited to "internal candidates," who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection
process including the review of a central review body established according to staff rule 4.15.
Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
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 or sexual abuse, or crimes other than minor traffic offences, 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.
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.
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 at 11:59 p.m. (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.