Administrative Officer

DNon Family with Residential LocationNon Family with Residential LocationDanger PayAddis Ababa,Eth Fed Dem RepPR3Professional

Reason

Regular > Regular AssignmentNo2022-11-24-08:00December 15, 2022Administrative Officer Organizational Setting and Work Relationships The Administrative Officer is responsible for the implementation of general administrative and resource management tasks as delegated by the supervisor. S/he will work 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. The incumbent will maintain 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 may directly supervise local 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. - Liaise with Government and other external actors in providing vital supportive services (i.e. processing of residency, visas, tax exemptions, etc.). - Attend inter-agency and other meetings, with specific focus on general administration, staff safety and human resources issues (i.e. common services), when requested. - Implement processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations. - Coordinate the preparation of staffing and administrative budget requirements for the office. - Participate in a competitive procurement process for selecting, awarding and issuing local contracts, in line with UNHCR regulations, rules and procedures. - Manage contracts for the premises, cleaning and security services, and other services as and when required. - Serve as a member of the Local Contracts Committee (LCC). - Undertake missions to field locations to review administrative arrangements and make appropriate recommendations as required. - Provide guidance and oversight on processes related to the mission travel of staff. - In the absence of an HR Officer, prepare recruitment, appointments and administrative formalities concerning local staff. - Review and approve the settlement of employee entitlements including DSA, local salaries and the Medical Insurance Plan (MIP). - Coordinate training and capacity-building activities to staff in administrative related areas. - 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 Years of Experience / Degree Level For P3/NOC - 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree Field(s) of Education Accounting; Public or Business Administration; Economics; or other relevant field. (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses n/a Relevant Job Experience Essential At least 2 years of relevant work experience in an intergovernmental organization (United Nations or similar). Good knowledge of United Nations administrative and human resources rules and procedures. Excellent computer skills, in particular in MS Office applications. Desirable Completion of relevant UNHCR learning programme. Functional Skills MG-Resource Management GB-Building Maintenance SC-Contract management SC-Inventory / Stock 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.

,

,

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:

The Administrative Officer works under the leadership of the Head of Office in Mekelle. The Office in Mekelle, plays a crucial coordination role for supporting IDPs and refugees across the region. The incumbent will oversee the work of Administration, ICT, Finance and Human Resources function in the entire office and will supervise several staff members.

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, ICT as well as Human Resources staff of the International and General Service grade. 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

Key skills and competencies required for the position:

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:

Mekelle, is the capital city of Tigray Region in Ethiopia. It is located around 780 kilometres (480 mi) north of the capital Addis Ababa, with an elevation of 2,254 metres 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), 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 centre. It is the fifth largest city in Ethiopia, after Addis Ababa, Dire Dawa, Adama, and Gondar. Most of the population of Mekelle depends on government employment, commerce, and small-scale enterprises.

Mekelle 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 daytime. 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. While the primary hospital in Mekelle is functioning, it is currently running low on medical supplies. Most pharmacies in town are open, but they also struggle to get medical supplies, so staff with prescriptions should come with at least 3 months of prescription medication. UN Clinic medical team supporting staff is available in Mekelle.

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 more than US$3,000 (or the equivalent in other foreign currencies) must be declared to the customs authority upon arrival. ATM cash withdrawals are currently unavailable in Mekelle. As there are no functioning banks in Tigray, there is still a serious shortage of cash, but the office will provide advance cash from entitlements. 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. Communications blackout persists in Tigray with no mobile network and Wi-Fi as all local internet companies are closed. In Mekelle, the office relies on VSAT for internet connectivity. Internet access only viable during office hours when the generator is switched on, possibly not available at hotels. Mekelle is classified as security level - high. The restriction of movement is imposed on the movement of the staff member and the activities in the field, depending on the development of the security situation.

No regular flights between Addis Ababa and Tigray (Mekelle & Shire), thus, Staff members will depend on the UNHAS available flights to Tigray (Mekelle & Shire) and sometimes by road convoy and should be prepared to operate under challenging conditions with extremely limited resources. Staff members will be working within a city that has been isolated for several months due to the crisis which began in November 2020. The office deals primarily with several local camp environments with inherent risks to staff health.

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.

Medical facilities almost non-existent but with the creation of a Snr Medical Officer P4 in Mekelle staff will have medical assistance when needed.

Additional Qualifications

Skills

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

Certifications

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

Competencies

Accountability, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Managing performance, Organizational awareness, Stakeholder management, Teamwork & collaboration

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

Compendium

Bi-annual Compendium 2022 Part B – November 2022This position requires Functional Clearance

---