Administrative Officer

Duty Station: YAOUNDE

Org. Setting and Reporting

The position is located in the Crisis Response Division (CRD), Office for the Coordination of Humanitarian Affairs (OCHA). OCHA is a part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions. This Temporary job opening is being advertised for the position of Administrative Officer in Yaoundé, Cameroon. Under the overall supervision of the Deputy Director of CRD, the incumbent reports to the Head of office (HoO) OCHA Cameroon.

Responsibilities

Within delegated authority, the Administrative Officer will be responsible for the following duties:

I. BUDGET AND FINANCE:

• Prepare and revise cost plans in line with work plans and financial rules and regulations and ensure that costs are reasonably estimated. Prepare quarterly requests for funds (financial authorizations) and monitor obligations and expenditures against financial authorizations in line with approved cost plans. Develop, implement, and maintain internal controls to monitor and ensure that financial resources are utilized to implement activities in accordance with work plans and cost plans.

• Guide functional units on financial accountability within programme responsibilities and on the effective use of programme resources. Coordinate the production of financial reports for headquarters and donors.

• Review and confirm that proposed obligations or disbursements for goods and services under third-party agreements are reasonable and in conformity with UN Financial Rules and Regulations.

• Manage petty cash in accordance with established procedures, maintain accurate and complete petty cash records and receipts, and ensure that replenishments are done on time. Prepare payroll for national staff and follow up with UNDP on monthly payment orders for international staff to ensure timely payments. Verify inter-office vouchers (IOVs) prepared by UNDP to confirm the accuracy of accounts and to allow for reconciliation with OCHA’s accounting system. Ensure proper management of office assets, including maintenance of inventory, physical verification of assets, and disposal of assets. Provide information needed to respond to audit observations/findings.

• Carry out financial, human resources, procurement, assets and properties management functions through relevant internet applications, spreadsheets, databases and Enterprise Resource Planning systems (e.g., OCHA Financial Accounting System, OCHA Contact Management System, inspira, Umoja, atlas).

• Provide guidance and leadership to junior staff.

II. GENERAL ADMINISTRATION:

• In collaboration with the local UNDP office, coordinate actions related to recruitment and administration of national staff. Guide the requirements of the performance appraisal system and maintain a system to track compliance.

• Maintain confidential personnel files, ensuring that information is complete and updated. Ensure that the separating staff finalizes in-country formalities before their departure. Ensure that staff time and attendance are properly recorded, verified and submitted on time to UNDP for national staff and to the Administrative Services Branch for international staff.

• Support procurement of goods through UNDP or Headquarters and ensure that appropriate procedures are duly followed. Verify receipt of goods and services, ensuring specification, condition and quantities of goods are correct and paperwork is complete and properly filed.

• Control and manage equipment (disposal, inventory, NEP/inventory reporting, and fleet management).

• Ensure that the corporate administration of common premises & Service Agreements is done in accordance with OCHA standard templates.

• In collaboration with the Department of Safety and Security (DSS) and the Head of the OCHA field office, assist in ensuring Minimum Operation Security Standards (MOSS) compliance for vehicles, office and residential premises. Ensure that the office premises are well-maintained and provided with common services.

• Oversee the identification of office technology needs and maintenance of equipment, software and systems. Ensure an adequate level of office supplies and maintain a system for office supplies allocation and tracking. Supervise and/or prepare travel authorizations, ensuring appropriate justification, costing and approvals are in place. Verify travel claims submitted for settlement and track outstanding payments.

• Maintain a central filing system, ensuring consistent use and appropriate archiving of official administrative, finance, and human resource documents. Represent OCHA at meetings on administrative issues such as national salary scales, common services, premises, etc. Supervise national administrative staff on a regular basis, ensuring support and mentoring.

• Perform other duties and/or assignments as required.

Competencies

• PROFESSIONALISM:

Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual, analytical and evaluation skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

• PLANNING AND ORGANIZING:

Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates an appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

• CLIENT ORIENTATION:

Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

An advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law, or a related field is required. A first-level university degree in combination with an additional two (2) years of qualifying experience may be accepted in place of the advanced university degree.

Work Experience

A minimum of five (5) years of progressively responsible experience in administration, finance, accounting, human resources management, or related area is required. Administrative experience in the field (actual setting where a mission and/or project is being implemented) in emergencies (complex emergency or natural disaster) is desirable. Experience in transition management, including sub-office closures, asset and premises oversight, and disposal processes in accordance with rules and regulations in the UN Common System or other comparable international organization, is desirable. Experience in a humanitarian context in the UN Common System or other comparable international organization is desirable.

Languages

Assessment

The evaluation of qualified candidates may include an assessment exercise, which may be followed by a competency-based interview.