Overview
The Administrative Officer will be responsible for managing budget and finance, and general administration within the Crisis Response Division.
Tasks Summary
- Prepare and revise cost plans, monitor obligations and expenditures, and develop internal controls for financial resources.
- Provide guidance on financial accountability and effective resource utilization.
- Coordinate the production of financial reports for headquarters and donors.
- Review proposed obligations and disbursements for third-party agreements.
- Monitor and follow up on outstanding NGO and UN Agency reports.
- Manage petty cash, maintain records, and ensure timely replenishments.
- Prepare payroll for national staff and follow up on payment orders for international staff.
- Verify inter-office vouchers for accuracy and reconciliation.
- Ensure proper management of office assets, including inventory, physical verification, and disposal.
- Provide information for audit observations/findings.
- Carry out financial, human resources, procurement, assets, and properties management functions.
- Provide guidance and leadership to junior staff.
- Coordinate recruitment and administration of national staff with UNDP.
- Provide guidance on performance appraisal system requirements and track compliance.
- Maintain confidential personnel files and ensure information is complete and updated.
- Ensure separating staff finalize in-country formalities.
- Ensure staff time and attendance are properly recorded and submitted.
- Support procurement of goods and verify receipt of goods and services.
- Control and manage equipment, including disposal, inventory, and fleet management.
- Ensure corporate administration of common premises & Service Agreements.
- Assist in ensuring Minimum Operation Security Standards (MOSS) compliance.
- Ensure office premises are well maintained and provided with common services.
- Oversee identification of office technology needs and maintenance of equipment, software, and systems.
- Ensure adequate office supplies and maintain a system for allocation and tracking.
- Supervise and/or prepare travel authorizations and verify travel claims.
- Maintain a central filing system for administrative, finance, and human resource documents.
- Represent OCHA at meetings on administrative issues.
- Supervise national administrative staff, ensuring support and mentoring.
- Perform other duties and/or assignments as required.
Experience Requirements
A minimum of five (5) years of progressively responsible experience in administration, finance, human resources management, or related area is required. Admin and/or Finance experience in the field in emergency situations is desirable. Experience in the West and Central Africa region is desirable. Experience in a humanitarian context in the UN Common System or other comparable international organization is desirable.
Qualification Requirements
An advanced university degree (Master's degree or equivalent) in business or public administration, finance, accounting, law, or related field is required. A first-level university degree in combination with an additional two (2) years of qualifying experience may be accepted in lieu of the advanced university degree.
