ADMINISTRATION AND FINANCE ASSISTANT (AFRO/14/TASR13)

30 May 2016
 
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The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: AFRO/14/TASR13
 
Title: Administration and Finance Assistant
 
Grade: G6
 
Contract type: Temporary Appointment under Staff Rule 420.4
 
Duration of contract:  Initially for one year
 
Date: 27 March 2014
 
Application Deadline: 17 April 2014 Vacancy Filled
 
Duty Station:  Addis Ababa, Ethiopia
 
Organization unit: AF_SSR AF South-East Sub-Region (AF_SSR) /
AF_ETH Ethiopia (AF_ETH)
 
OBJECTIVES OF THE PROGRAMME :
The support unit in the Maternal and Child Health (MCH) has been established in the organizational structure to provide support for managers and staff to fully assume their responsibilities in the Global Management System (GSM) environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.
Description of duties:
Under the overall supervision of the Operations Officer and direct supervision of the Project Coordinator and guidance of the Admin & Finance Officer, the incumbent performs the following functions;
1- Drafts correspondence on own initiative or on the basis of instructions; or redirecting them as appropriate, drawing the attention of the supervisor or other staff concerned.
2- Prepares minutes of selection committee for recruitment of SSA contract and prepare the contract. Keeps track of medical clearance of Temporary staff ( SSA, APW). Ensures their timely renewal, including drafting letter to UNHCC
3- Provides admin support to the team members including processing of correspondences; travel arrangements; meetings arrangements; processing of stationery requirements and its inventory; maintaining a filing system
4- Provides admin support to the project team, including arranging appointments and maintaining schedule, receiving visitors, placing and screening telephone calls and answering queries related
5- Provides coordinating support in preparation of project related meetings, workshops and seminars
6- Maintains an internal list of trainers/resource people, counterparts and supervisors from the regions and federal institutes and collate all background documentation related to the activities.
7- Manages logistical arrangements as appropriate (i.e hotel booking, accommodation, travel, transport, DSA payment to external participants etc.)
8- Ensures proper administration of physical resources and office arrangement for team members including office equipment, furniture and supplies.
9- Supports and compiles requests for the procurement of goods and services; acknowledge receipt of goods and services.
10- Assists in procurement of material resource to the level delegated to the cluster as and when required by the team, which includes for price quotation, table of analysis and issuance of local Purchase Order.
11- Maintains financial records and financial transactions relating to his/her area of work in the GSM environment; monitor the transfer of funds for E4A project implementation;
12- Carries out regular field visits to collect financial reports; collate and summarize financial statements for submission; maintain an inventory of E4A assets and assist with the procurement of equipment and supplies;
13- Assists in generating reports from the Global Management System; also prepare recurring reports as scheduled and special reports as required to facilitate financial implementation analysis;
14- Assists staff on various financial processes, controls and operations on the GSM environment in the area of HR plan operation and management, income and awards, and financial analysis and reporting;
15- Initiates and responds to queries and correspondences on accounts and financial transactions as required;
16- Performs any other duties as assigned.
REQUIRED QUALIFICATIONS
Education:
- Completion of secondary education or equivalent technical training or commercial education with specialization in accounting, budgeting or finance
- BSc. in accounting, finance or social sciences will be an advantage.
Skills:
- Ability to plan, organize, coordinate and implement inputs from several sources;
- To express ideas clearly and concisely, both orally and in writing; to conceptualize and carry out tasks with little supervision;
- To provide financial analytical reports, using appropriate software;
- To interpret financial rules and regulations; and to establish and maintain effective working relationships with people of different national and cultural backgrounds.

- Computer literacy and ability to effectively use a variety of software.
- Proficiency in Microsoft Excel is essential as well as experience operating the relevant WHO Global Management System (GSM) modules.
Experience:
- 8 years of working experience with 3 to 5 years of responsible work in program support finance, budgeting and/or accounting activities
- Experience within UN or other international or multinational organization will be an advantage
Languages:
- Excellent working knowledge of both written and spoken English and local language.
- Knowledge of other UN official and local languages would be an advantage.
Additional Information:
Annual remuneration: USD 13,096 Payable in ETB

(Note! This vacancy announcement is only for Ethiopian Nationals)

This vacancy notice may be used to fill other similar positions at the same grade level.

A written test and interviews may be used as a form of screening

Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.

Vacancy Filled

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