Administrative/Finance Assistant (Two Positions) - UNHCC


Location : Mekelle and Shire, ETHIOPIA
Application Deadline :21-Oct-22 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SC-6
Languages Required :
English  
Duration of Initial Contract :One Year

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


Background

The UN Health Care Center has the responsibility to provide both core and non-core services to all UN staff and their eligible dependents based in Ethiopia. This responsibility includes provision of support to staff and dependents during the occurrence of different disasters and pandemics, processing MEDEVAC among other staff well-being activities.

In the past, the UN Clinic conducted mobile clinic visits to regions with poor medical facilities every two months to ensure UN personnel are well taken care of. However, for the past two years, this activity was halted given the current local situation in the Northern region of the country. This has necessitated the institution of satellite clinics in the regions of Mekelle and Shire to ensure staff well-being.

The present ToR is intended to specify the type of services required from Administrative/Finance Assistant  and guide the incumbents of the position on the dispensation of their duties at the respective duty stations, ensure clients safety, satisfaction and respect the organization’s rules and regulations from the health standpoint of view. In addition, supervision of the incumbents will be done at two levels, which are: administration by a UN organization based in the duty station and technically by the UN Health Care Center.


Duties and Responsibilities

  • Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
  •  Provides Human resource services to the clinic’s staff.
  • Liaise with Administrative staff in UNHCC to process MEDEVAC for UN staff and also those of eligible HINGOs permitted to use the services of the clinic.
  • Liaise with HR officers of HINGOs for MEDEVAC formalities, pick up and drop at the airports, processing insurance requirements for admission to hospitals in Addis Ababa and beyond as needed. Request the appropriate medical tests and based on them, follow a treatment plan.
  • Coordinate with UNHAS or other airlines for smooth transportation of patients to airport.
  • Process ambulance services for land travel.
  •  Drafts routine correspondences.
  •   Maintains files of rules, regulations, administrative instructions and other related documentations as guiding working documents for each UN Agency and each INGO.
  • Maintains up-to-date work unit files (both paper and electronic) e.g. medical reports, and other documentations. 
  • Enters, maintains, and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
  • Process Pre-employment/employment medical examinations for the UN staff and HINGOs accordingly.
  • Collects cash for consultations, laboratory services, ambulance services and other miscellaneous.
  • Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. 
  • Coordinates extensively with service units and liaises frequently with internal team members both in Addis Ababa and in the field.
  • Collection of cash from UN retirees and consultants and SSA staff, for the treatment they received from the Clinic.
  • Collects cash from HINGOs as per capita contributions and coordinates with the Head of Offices for onward transfer to UNHCC.
  • Deposit a daily cash collection in designated bank account
  • Handle petty cash for small payments
  • Performs other related administrative and financial duties as required


Competencies

Competencies and Critical Success Factors

  • Professionalism:  Knowledge of clinical, and disaster/emergency medicine. Formal training in CPR and, preferably in BCLS and ACLS or equivalent emergency medical care. 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. 
  • Communication:  Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
  • Teamwork:  Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
  • 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.


Required Skills and Experience

Education:

  • B.A /B.Sc. Degree in Accounting, Financial Management or Management. 

Experience:

  • Two years of work experience, in general office support or related area is required.   Work experience in financial management is an asset.

Language Requirements:

  • Fluency in English 



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