National Professional Officer (Administration)

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