UNICEF Ethiopia 

Position: Operations Officer

Job Time: Full-Time

Job Type: Contract

Place of Work: Addis Ababa, Ethiopia

Application Deadline: May, 16/2023 

Under the supervision of a Supply and Procurement Specialist, the incumbent centralizes contract management of 3rd party HR service providers by ensuring that third-party HR outsourced staff are monitored using master data. Capture and monitors the different aspects of the HR outsourcing process which includes TOR registration, job advert, shortlisting, interview and timely completion of staff recruitment. Facilitate proactive coordination among different sections and operations teams to ensure payment of invoices submitted by third-party HR outsourcing service providers as per the agreed SLA.

Specific Tasks

The Operations officer is responsible for the overall management of the third-party staff recruitment and supporting the payment processing activities. He/she will ensure the maintenance of the sound monitoring system and to make sure that staff recruited, and payments paid to the HR outsourced companies are as per the agreed SLA. S/he will provide overall supervision of all third-party HR outsourcing companies' payments and administrative support related to HR outsourced services throughout processes in line with the agreed terms and conditions of the Long-Term Agreement (LTA), contracts, project document, and will work closely with project and UNICEF operations team.

The incumbent will carry out the following activities:

Maintain an updated Master Data Base (from TOR approved until the closure of the contract) and share weekly updates with Section Chiefs, alerting them on actions to be taken by each party involved.

 Register in the Master database the approved TORs (provided by the Supply team), ensure that they are shared with the service provider and that a short/long list is timely submitted to programme (48h for emergency recruitment and 5 working days for non-emergency recruitment).

Ensure that candidates are selected for interviews by programme within 5 working days after receiving the short/long list.

Monitor the reception of payment requests from service providers (professional fees and reimbursement) and follow up with each programme officer to ensure that service entry sheets(SES) are completed on time (within 72h).

As soon as SES is done, ensure that Service providers are informed (within 48h) and that they immediately submit the corresponding invoices (within one week) to the TA who will ensure it is aligned with the SES.

Ensure that the payment is processed (certified and submitted to finance) by programme within one week.

Ensure that invoices are paid by Finance within 2 weeks after certification and submission by Programme.

Monitor Service provider's performance against agreed KPIs and submit monthly a report to the supervisor.

Carry out any other tasks on related support management as may be required by Supply and Procurement specialist.

To qualify as an advocate for every child you will have:

Job requirements

A university degree in Management, Business or Accounting is required.

A minimum of one year of relevant professional work experience in managing and monitoring third-party/ outsourced staff contracts. 

Hands-on experience with Microsoft Office applications and statistical software is required.  

Fluency in English is required. Knowledge of another official UN language or a local language is an asset.

For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS). 

The UNICEF competencies required for this post are:

Demonstrates Self Awareness and Ethical Awareness (1)

Works Collaboratively with others (1)

Builds and Maintains Partnerships (1)

Innovates and Embraces Change (1)

Thinks and Acts Strategically (1)

Drive to achieve impactful results (1)

Manages ambiguity and complexity (1)

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization. Qualified female candidates are highly encouraged to apply.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

UNICEF appointments are subject to medical clearance. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

How to Apply

Register using this LINK