Job Summary

Under the guidance and direct supervision of the UNFPA Representative to the AU and UNECA and/or the Liaison and Project Officer, the Administrative & Finance Associate will deliver services in administration, finance, human resources and some operational matters for the Liaison Office in Addis. 

Financial Tasks:

Assists the Liaison and Project Officer in preparing office management budget estimates, revisions and financial planning for The Representative’s approval;

Maintains a budget control system, ensures monitoring and accounting and providing periodic reports on the financial status;

Works with the Liaison and Project Officer in the preparation of mid-year reviews of project budgets to be submitted to headquarters as required and revisiting budget according to the approved budget for the Liaison Office;

Calculates monthly salary payments, allowances, medical and travel claims, and DSA to national and international staff of the Office, when necessary;

In collaboration with the Liaison and Project Officer, assists in applying risk assessments periodically;

 *    Assists in the preparation for Audits and assist the Liaison and Project Officer in the

      follow-up of audit recommendations;

Liaises with UNDP to verify transactions are done timely and maintains continuity; and  briefs the Representative and the Liaison Officer with up-to date flow of information between Liaison Office and UNDP and between Liaison Office and other relevant offices within the system;

Manages petty cash;

Maintains staff attendance daily register;

Assists the Liaison and Project Officer in personnel matters, particularly in staff recruitment processes; and

Ensures that the specifications and/or accompanying documents relating to any payments, monthly transactions, and other specifications of the Liaison Office are in order, and keeps/maintains records of these documents and files.

Administrative Tasks:

Adopts processes and procedures, anticipates and manages operational requirements of the work of the Office to ensure that timely administrative support is provided;

Participates in different activities related to office management and administrative requirements;

Arranges for and attends meetings on day-to-day administrative matters, keeps updates of administrative  and finance policies, and update staff to budgetary balances and plans;

Prepares mission travel plans, and makes travel arrangements for the Representative and other staff and partners, including purchase of tickets, calculation of DSA, settling of travel advances and claims and follow-up on mission reports. S/he also performs liaison duties with other units including bookings, communication with countries with regards to ETA and Hotel reservation;

Oversees the maintenance of vehicles and office equipment, ensuring that vehicle maintenance expenses are kept on record; and that the part-time work of staff members goes along the rules and procedures of UNFPA;

In consultation with the Representative and Project Manager, initiates procurement procedures for office equipment, supplies and services in a transparent and cost-effective manner;

Assists the LO in ensuring the smooth running of the office by ensuring the provision and maintenance of services and supplies, and following-up processes and maintaining up-to-date inventory and records of all assets; and

Updates office inventory records and ensures that proper procedures are done for a timely disposal of equipment as approved. S/he is required to ensure proper transfer of equipment’s to partners like the AUC, in accordance with the rules and procedures of UNFPA.

And other activities as required and requested by supervisor

C. Logistical Support (to meetings, workshops, and events):

Assists in the organization and preparation of workshops including communication with participants and necessary logistics arrangement. This includes preparation of participants’ nametags, flipcharts, a functional LCD and Laptop, notebooks and pens and other materials as required;

Assists in registration of participants and distribution of workshop documents; and

Performs other workshop related duties, as required.

Education:

Completed Secondary Level Education required. BA Degree in Business Administration and /or Finance is desirable.

Knowledge and Experience:

Minimum 6 Years of relevant experience in Administration and Finance

Experience in public or private sector

Work experience in UN, International NGO is an added advantage

Proficiency in current office software applications