ADMINISTRATIVE OFFICER, P4 at United Nation Economic Commission for Africa (ECA)

United Nation Economic Commission for Africa (ECA)

Position: ADMINISTRATIVE OFFICER, P4

Job Time: Full-Time

Job Type: Contract

Place of Work: Addis Ababa, Addis Abeba - Ethiopia

Posted date: 9 months ago

Deadline: Submition date is over

Organization Setting and Reporting

ECA's mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 Sustainable Development Goals and Agenda 2063. The mission is guided by ECA's five new strategic directions which are: Advancing ECA's position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent's problems and take local solutions to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa's position at the global level and developing regional responses as a contribution to global governance issues.

This position is located in the Office of the Director, Division of Administration (DoA), Economic Commission for Africa, 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, of the Division of Administration.

Responsibilities

Within delegated authority, the Administrative Officer will be responsible for the following duties:

Human Resource Management

• Initiates and coordinates actions covering the entire span of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, vacancies, job classification reviews, separation of staff members, training, etc., ensuring consistency in the application of UN rules and procedures.
• Provides expert advice with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Represents the Department/Unit at Departmental Panels and appointment bodies.
• Reviews post-incumbency reports for purposes of vacancy management and staffing table control.

Budget and Finance

• 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.
• Initiates and conducts studies to improve budget reporting systems and cost-effective utilization of program resources.
• Monitors and controls budgetary allocations through regular reviews; drafts routine and ad hoc outputs; and provides effective monitoring reports and data. Identifies deviations from plans and proposes corrective measures.
• Establishes and maintains a set of sound policies, procedures, standards, and tools that are consistent with UN policy and practice in order to ensure proper accounting, financial management and control.

General Administration

• Implements and monitors support services that are under the purview of the director of administration including services to UN Agencies, Funds and Programmes covering a range of operational topics (procurement/supply chain, transport, travel and traffic, communications, engineering, information technology support, facilities management, medical services, construction projects; and provision of local utilities and service requirements).
• Develops and implements operational plans and standard operating procedures (SOPs).
• Supervises a staff team and/or provides advice to others on human resource administration, financial administration and management information issues and practices to colleagues.
• Produces the monthly, quarterly, and yearly performance reports of the division of administration.
• Prepares background documents, notes for the file, PowerPoint presentations, briefing notes and talking points to all meetings the Director needs to attend as well as ensures the timely and qualitative drafting of documents and other written papers.
• Produces major/complex reports for the director of administration and management.
• Provides expert guidance and leadership to more junior staff.
• Performs other related duties as required, e.g., HQ-related initiatives, Joint Inspection Unit, Operations Management Team, International Civil Service Commission, Management Evaluation Unit, management reform (common back office), audit, reviews of Secretariat offices and departments at headquarters/missions, operational travel program, adequacy of departmental space requirements, and technology requirements.
• On matters requiring the Director’s involvement and/or decision, present and summarize the relevant issues, pertinent facts, potential risks and implications, and identify the key actors who need to be involved or consulted in collaboration with section chiefs.
• Collects and analyzes data to identify trends or patterns and provides insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.
• Performs other related work as required.

Work implies frequent interaction with the following:

• Staff within the Division, and other Divisions within ECA.
• Human resource, administrative, and accounting staff in missions/offices and Headquarters.
• Counterparts in other UN agencies. Operations Management Team. Security. Business continuity. Risk Management. Supply Chain.
• Staff in the Department of Management Strategy, Policy and Compliance and the Department of Operational Support.

Results Expected:

Achieves the Division of Administration goals and objectives by providing high-level support with respect to a range of complex human resource, planning, work programming, budget and financial management tasks that substantially impact significant administrative activities of the work unit.

Competencies

• Professionalism: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and 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 ensuring the equal participation of women and men in all areas of work. The ability to analyze and interpret data in support of decision-making and convey resulting information to management.
• Communication: 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.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Planning & 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.
• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

• Advanced University Degree (Master’s Degree or equivalent) 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.
• Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is an advantage.

Work Experience

• A minimum of seven years of progressively responsible experience in administration, operations management, finance, data analytics, business analytics, management information systems, or related areas is required.
• Experience in data analytics or related areas is desirable.

Languages

• Fluency in English (both oral and written) is required. Knowledge of French is desirable. Knowledge of another UN official language is desirable.

Assessment

• Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice

• Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.