Administration Assistant (Project/Finance) - Multiple positions in all regions of the country Vacancy in Ethiopia 2021

UNDP, Addis Ababa, Ethiopia United Nations Development Programme (UNDP)

Background

The United Nations Human Settlements Programme, UN-Habitat, is the United Nations agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all.

 

Through its Regional Office for Africa (ROAf), located in Nairobi, Kenya, UN-Habitat has been supporting African governments to take early action to position themselves for predominately urban populations to achieve sustainable urbanization and the right to adequate housing for all, within the framework of the 2030 Sustainable Development Agenda – particularly Sustainable Development Goal 11 to “make cities and human settlements inclusive, safe, resilient and sustainable” – and the New Urban Agenda.

 

Since 1998, the UN-Habitat has implemented several projects in Ethiopia. Key areas of partnership include: Capacity Building for Sustainable Urban Development, Implementation of the Habitat Agenda, Integrating Local Development Planning and Slum Upgrading in Urban Policy,  Cities without Slums, Water for African Cities Programme - Phases I and II, Promoting Sustainable Transport Solutions for East Africa (SUSTRAN), Support to the improvement of Public Spaces in Addis Ababa,  Support in rehabilitation of Solid waste dump sites in a number of cities, Support in development of Structural plans, Supporting the Ethiopian Cities Sustainable prosperity Goals (ECSPGs),  and Development of the State of Addis Ababa Reports.

 

Together with the Ethiopian Ministry of Urban Development and Construction (MUDCo), UN Habitat’s latest endeavour is the preparation of Regional Development Spatial Plans to strengthen coordination and cooperation among spatial development plans at all levels (federal, regional, local) and to identify unique opportunities and comparative advantages to support regional economic development, complementarity for growth and also to attract investments.

 

The main objective of the project is to prepare regional development spatial plans for the regional states of Tigray, Afar, Amhara, Oromia, Somali, Benishangul Gumuz, Southern Nations, Nationalities and People (SNNP), Gambella, Harari and Sidama that can enable them define and achieve their own development goals in line with the national development goals.

 

Duties and Responsibilities

Under the direct supervision of the UN-Habitat Ethiopia Regional Planning Project Manager and the Team Leader, the Project Finance and Administrative Assistant provides the following finance and administrative support services:

 

Summary of key functions:

Report to the Project Team leader and Vise Team leader and to finance and program/project directors at national office.

Provides effective support to management of the programme and be responsible for the day-to-day support, management and administration of the finance, accounts, procurement and asset management.

Works within the framework of UN Habitat finance and administration policies, procedures and manuals ensuring all procedures, donor regulations , accounting standards and other local laws are ensured at all times.

Major duties and responsibilities:

 

  1. Provides effective support to management of the programme focusing on the achievement of the following results:

Provision of information for formulation of work plans, budgets, proposals on programme implementation.

Managing the day-to-day needs of the regional office including basic Administration and logistics functions.

Manage the reception desk and the meeting schedule of the team leader

Keeps good record of financial transaction including procurement and related matters.

Assist in facilities maintenance ensuring adequate stock of office supplies are in places as well as supervise the driver.

Organize logistics for workshops, meetings, trainings, and events including booking appropriate venues, participant accommodation and coordinating travel arrangements and related documentations for payments.

Follow up on deadlines, commitments made, actions taken and follow-up of collection and submission of reports.

  1. Provides administrative support to the project office focusing on achievement of the following results:

In coordination with the Country Office Administration staff, handles and follow-up the procurement process of goods and services.

Assist in procurements of goods and services by maintaining suppliers' records, obtaining quotations, preparing analysis and recommendations through a customized online procurement system including vendor profile creation process.

Arrangements of travel and hotel reservations, preparation of travel authorization, review and recommend corrective actions on travel.

Preparation and processing of DSA.

In coordination with the Country office, imitates the work advance request whenever required.

Prepare bank and petty cash reconciliation on a monthly basis, prepare payroll and related statements on a monthly basis.

Carry out the day-to-day financial transactions as per the accounting standards and financial procedures.

In consultation with the project Team Leader, Prepares and submit to the country office the required information for the processing of Financial authorization (FA).

Coordination/administration of office transport arrangements/schedules including vehicle management.

Facilitation of office communications on administrative issues and follow-up

Maintenance of files/records relevant to office and equipment maintenance, and human resource management.

Representing the office in relevant Administrative Management Team sub-groups.

  1. Provides backstopping support to financial management vis-a-vis the following responsibilities:

Maintenance of records on asset management,

Preparation of quarterly financial reports, financial and/or budget revisions

Act as custodian of project office petty cash.

Carry out other duties given from the field Project/program manager, finance and program directors at national level.

Competencies

  1. Corporate Competencies:

Demonstrates integrity by modeling the UN’s values and ethical standards.

Demonstrates commitment to UN Habitat mission, vision and values.

Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Treats all people fairly without favoritism.

  1. Functional Competencies:

Knowledge Management and Learning.

Shares knowledge and experience.

Provides helpful feedback and advice to others in the office.

  1. Development and Operational Effectiveness:

Demonstrates excellent knowledge of protocol.

Possesses an ability to perform high-quality work unsupervised, to exercise his/her own initiative, and to produce high-quality outputs in a timely manner while understanding and anticipating evolving needs.

To liaise with colleagues and external stakeholders in a polite and efficient manner.

Demonstrates openness to change and ability to manage complexities.

  1. Leadership and Self-Management:

Focuses on result.

Consistently approaches work with energy and a positive, constructive attitude.

Remains calm, in control and good humored even under pressure.

Responds positively to critical feedback and differing points of views.

Required Skills and Experience

Education:

First Degree in Business Administration, Accounting, Financial Management or business management with accounting or related field from recognized educational institutions/colleges, universities

Experience:

At least 2 years of relevant programme/administrative support experience working as Administrative Assistant, Executive Assistant, Secretary or as Technical Support person handling mainstream finance and administration in reputable institutions preferably in the NGO or UN sector preferably in similar positions.

Experience in the usage of computers and office software packages, including spreadsheet and database packages.

Interpersonal Skill Requirements:

Must be able to organize, set priorities, multi-task, take initiative and exercise sound independent judgment within areas of responsibility. Good communication and writing skills.

Language Requirements:

Advanced working knowledge of English, Fluency in Amharic is desirable

 

Disclaimer

Important applicant information

 

All posts in the SC categories are subject to local recruitment.

 

Applicant information about UNDP rosters

 

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

 

Scam warning

 

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