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National Professional Officer (Administration)

Addis Ababa (Ethiopia)

  • Organization: FAO - Food and Agriculture Organization of the United Nations
  • Location: Addis Ababa (Ethiopia)
  • Grade: NO-B, National Professional Officer - Locally recruited position - Junior level
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: 2021-05-14

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1A121A12

Important Notice - Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

The length of appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to the extension of appointments

• FAO is committed to achieving workforce diversity in terms of gender and nationality
• People with disabilities are protected from any type of discrimination during any stage of employment, including the recruitment phase
• All applications will be treated with the strictest confidentiality
• The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization

Organizational Setting

FAO’s Subregional Office for Eastern Africa (SFE) is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing subregional food, agriculture and rural development priorities. It develops and maintains relations with the African Union, subregion-wide institutions including Regional Economic Integration Organizations (RIEOs) and the UNECA. SFE is a subsidiary of the FAO Regional Office for Africa. The Subregional Office is co-located with the FAOR Country Office for Ethiopia (FRETH) and the Administrative Support Services Unit (ASS) serves both SFE and FRETH.

Reporting Lines

The National Professional Officer (NPO) (Administration) reports to the Senior Administrative Officer who has oversight of ASS and is responsible for the coordination of all administrative support services for both FAO offices co-located in Addis Ababa

Technical Focus

Business support services and administrative functions including Premises management, Logistics, Protocol , Travel and Personnel administration

Key Results

Effective and efficient provision of administrative support to the programme and project activities of the FAO Representation.

Key Functions

Plans, organizes, and coordinates the office's administrative services;

Provides administrative support in the implementation of FAO collaborative programmes and ensures periodic monitoring of their implementation;

Plans and implements procedures, norms and systems in compliance with existing policies, for a full range of administration-related processes including personnel;

Manages and supervises the administrative team;

Reviews and analyses data from a wide variety of sources, including FAO's corporate systems and database

Prepares reports, financial and budgetary estimates for projects; plans and organizes the application, control and accounting of approved budgetary allocations by projects and programmes; prepares special reports for budget preparation , audits, and other requests;

Reviews accounts, processes payments in accordance with established rules and liaises with local banks and financial institutions

Oversees the financial and administrative correspondence and filing system of the office;

Monitors the receipt of Government contributions and ensures that all procurement and custom clearances for programmes, projects and the office are properly requested and obtained

Ensures the compliance with the Organization's security guidelines (Minimum Operational Security Standards ' MOSS)

Specific Functions

  • Leads the implementation of streamlining of internal administrative procedures and liaises with other UN Offices for common best practices;
  • Participates as FAO focal point in the relevant UN Operations Management Team (OMT) Working Groups (i.e Admin and HR Working Groups) to ensure timely and quality implementation of the Business Operations Strategy (BOS) (BOS 2.0 2020-2025) for Ethiopia
  • Manages the office vehicles and ensures efficient organization of transports; ensures that designated drivers adhere to standard operating procedures; monitor fuel consumption and vehicle tracking system;

Coordinates the management of Office’s premises, the allocation of space and the provision of services for the renovation and the maintenance of premises ;

• Coordinates support to the recruitment process of all categories of all personnel, prepares offers/terms of employment and provides advice and support on employments conditions, as needed;

• Manages all travel-related financial documents to verify propriety and accuracy for substantive correctness and system acceptability, adjust and reconcile accounts; review computer-produced tabulations for the correctness of input;•

• Coordinates the development and delivery of a range of staff development and training programs;

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

  • National of the Ethiopia
  • Advanced university degree in a field related to business or public administration
  • Two years of relevant experience in office management, administration, human resources
  • Working knowledge (Level C) of English
  • Working knowledge of the local language (if not English, French, Spanish, Arabic, Russian or Chinese)

Competencies

Results Focus

Teamwork

Communication

Building Effective Relationships

Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

Work experience in more than one location or area of work, particularly in field positions is desirable

Extent and relevance of experience in the field of office management and administration including supervisory experience

Extent of knowledge of UN or standard operational rules and procedures and project/programme administrative management procedures

Extent of knowledge of FAO's corporate systems and database, or knowledge of administration, travel, human resources procedures would be considered an asset

Demonstrated analytical and judgment skills and ability to apply rules and regulations in the subject field

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

  • National of the Ethiopia
  • Advanced university degree in a field related to business or public administration
  • Two years of relevant experience in office management, administration, human resources
  • Working knowledge (Level C) of English
  • Working knowledge of the local language (if not English, French, Spanish, Arabic, Russian or Chinese)

Competencies

Results Focus

Teamwork

Communication

Building Effective Relationships

Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

Work experience in more than one location or area of work, particularly in field positions is desirable

Extent and relevance of experience in the field of office management and administration including supervisory experience

Extent of knowledge of UN or standard operational rules and procedures and project/programme administrative management procedures

Extent of knowledge of FAO's corporate systems and database, or knowledge of administration, travel, human resources procedures would be considered an asset

Demonstrated analytical and judgment skills and ability to apply rules and regulations in the subject field

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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