Under the supervision and guidance of the responsible Officer and in close collaboration with the management office of the cluster or other support structures, the incumbent provides support in the following areas;

• Provide full administrative support to the assigned program/cluster. Draft, review, and revise correspondence, reports, and documents for proper format and content in consultation with the supervisor. Independently compose correspondence of administrative nature, take notes at meetings, and provides informal interpretation/translation when required.

• Check all obligating documents, enter relevant information available from GSM or other online systems, ensure the availability of funds, update files, and transfer funds as instructed or as delegated.

•  Clear obligating documents, checking them for completeness, following up on missing information, liquidating obligations, undertaking reconciliation, and preparing periodic reports, as required. Screen and review various contractual materials, issuing PTAEO numbers, earmarking funds, and verifying and clearing payment requests.

•  Check, obligate, and clear purchase requests for IT equipment, working in close collaboration with relevant colleagues to ensure that the ordered equipment is appropriate.

•  Keep track of all contract extensions and renewals, checking and ensuring that funds are available for the proposed contract.

•  Follow-up on program implementation, drawing the attention of the supervisor or other senior staff to problems, inconsistencies and delays.

•  Prepare and process travel requests for team members using GSM, arrange for visa issuance, flight and hotel bookings, and follows up on travel-related issues of national and international missions.

•  Using GSM, monitor aspects of the implementation of country activities, funds for project/programme budget levels and financial expenditures, according to the approved country work plan. Initiate and process different transactions in GSM, including procurement of goods and services. Follows up with concerned parties regarding the receipt of deliverables and finalization of payments.

•  Compile background material for planning, monitoring and evaluation (including mini-review) exercises. Maintain and update the filing of technical documents and correspondence (soft/hard copies and databases if applicable). Create background reference material as appropriate; access and retrieve relevant material;

•  Finalize all administrative and logistics preparations required for the organization of meetings held in the country (working groups, seminars/courses, workshops) and pay per diem to participants as appropriate (if needed);

•  Respond to and act on inquiries in a timely manner. Assess the critical nature of technical issues and direct them to appropriate staff for the reply, coordinate appointments for supervisors, establish and maintain a proper computerized information system on MOH and UN counterparts, etc.

•  Brief colleagues on the general office administrative process. Assist/backstop administrative staff in the team and perform other related duties as required. Participate in field visits, if required;

Job Requirements

Education

• Essential: Work requires completion of secondary school. Knowledge of general administrative and HR Policy theory and procedures.

• Desirable: University degree in business administration, social sciences or related field; Training in UN/HR systems is an advantage.

Experience

• Essential: At least 5 years of relevant experience.

• Desirable: Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.

• Essential: Expert knowledge of English. Expert knowledge of Amharic.

How to Apply

Register using the following LINK