Administrative Officer


Skill Required: Business Development/ Resource Mobilization, Finance And Accounts, HR And Admin,

Preferred Experience: 7-10 Years

URL for CV Submission: https://phf.tbe.taleo.net/phf0...

Closing Date for Applications: 10th Dec, 2021

Job Description

Description

This announcement applies to an encumbered (filled/occupied) position. External Employment Opportunities are open to competition in accordance with the external recruitment process of the GS/OAS.

DUTIES AND RESPONSIBILITIES:

This is a team leader and/or organizer type position expected to take initiative and provide the seasoned execution of a project and/or activities in the fulfillment of a departmental mission, and is assigned all or part of the following responsibilities (NOTE: these responsibilities and expected results are standardized, and are not necessarily performed by all staff members sharing this job title.

Administrative Accountabilities

Oversee and coordinate the following administrative responsibilities to achieve the following expected results:

  • Development of proposals for the approval of the Secretary and the Secretariat for Administration and Finance (SAF), including the recommendation and/or implementation of new/revised policies and operational rules.
  • The complete organization and management of the work, supervision, and training of staff in the performance of administrative/ finance/budgetary/management operations and in the production of periodic financial statements and reports; including correcting and adapting analytical work of subordinate Professional staff as required, to ensure timely, effective and efficient delivery of support services.
  • Anticipation of administrative/financial needs and recommending options or actions to address situations and/or resolve problems.
  • Recommendations to the SAF on the reassignment of administrative and secretarial resources/tasks to ensure an equitable distribution of workload, including the need for temporary staff support.
  • As appropriate, representing the Secretariat at internal meetings on administrative issues.

Financial Accountabilities

Ensure and monitor the efficient and effective management of the Secretariat’s financial activities to achieve the following expected results:

  • Provision of informed and timely advice to the Secretary and program managers in all matters relating to the budget formulation procedures.
  • Coordination services and technical support in the formulation of program and project budgets to ensure the proper costing of activities, which includes the review of draft budgets prior to submission to the Project Evaluation Committee (PEC) or donors to ensure accuracy and compliance with current provisions, policies, rules, and guidelines.
  • Ensure consistency of database management systems structures at the project and program level based on budget and donor reporting requirements, and review accuracy and recording of transactions to ensure compliance with the OAS Program Budget and donor agreements.
  • Lead and supervise the timely preparation of financial statements and the analysis of accounts by subordinates within the operation for which s/he is responsible.
  • Review and analyze financial statements to ensure accuracy, timeliness, and completeness. Identify problem transactions and irregularities in related accounts, and initiate corrective action to resolve them.
  • Prepare and present draft financial statements to obtain certification from SAF prior to submission to external bodies of the organization and donors, all of which must be in compliance with financial and budgetary policies and procedures and must meet the requirements of the relevant agreement(s).
  • Provide authoritative interpretation of requirements for handling transactions in the operation for which s/he is responsible; and support to the development, installation, and implementation of new budgeting/accounting/management systems and other information technology systems.  Participate in testing and assessing the efficiency, performance, and enhancements of these systems.
  • Take the lead in the development and implementation of strategic work programs with a long-term focus.
  • Monitor the budgets and the execution of projects and programs, anticipated cash flow needs, and the execution of the Regular Fund, and make recommendations regarding reprogramming to ensure that financial and human resources that are utilized to implement activities are in accordance with the budget and allocations.
  • Monitor work programs by conducting regular and special progress reviews.  Define requirements and work systems/procedures with the goal of improving reporting and compliance aligned to the cost-effective utilization of resources.
  • Coordinate activities related to the financial year transition period to provide justification of the encumbrance to be carried over into the next year as appropriate.

General Accountabilities – Technical Assistance

Administer other related activities in support of the Secretariat’s technical assistance to achieve the following expected results:

  • Ensure the timely, effective, and efficient administration of the resources associated with the Program-Budget of the Secretariat which includes, but is not limited to, the coordination of human resources and oversight of the distribution of material resources, such as office space and equipment.
  • Provide timely responses to requests from various entities and political bodies by reviewing, and evaluating, and ascertaining the accuracy of information.
  • Act as the focal point for the Secretariat during audits with both the Office of the Inspector General and the external auditors during the annual reviews, and ensure the timely and complete provision of requested audit information.
  • Provide general guidance on HR-related matters within the GS/OAS to the Secretary.
  • Streamline and maintain liaison with DHR by centralizing area’s staff consultations on HR-related matters such as compensation and benefits, expiration of contracts, performance evaluation, time and attendance, benefits, post-classification, the recruitment competition process, etc.
  • Coordinate the hiring process in the Secretariat by overseeing the identification of available funds for the creation of posts financed by specific funds; oversee adherence to the regulations and procedures in accordance with the type of contracts; assure compliance with the candidates’ minimum requirements for recruitment and selection purposes and coordinate the preparation of the Personnel Action Request (PAR) in accordance with the OAS guidelines and procedures.
  • Anticipate administrative/financial needs affecting the area’s staff and supervise closely the monitoring of the expiration of contracts in the Secretariat for a timely execution of the necessary administrative actions.
  • Administer the consultants contracting process in the Secretariat by ensuring compliance with current CPR regulations, including restrictions regarding time and conflict of interest; advising area managers and consultants on current regulations; reviewing all forms and documents for accuracy before sending CPR requests to the DHR.
  • Performing other related duties as assigned, including replacing and backstopping for others.

QUALIFICATIONS:

EDUCATION & EXPERIENCE:

Essential: First University Degree (Bachelor’s) in Business Administration, Public Administration, Management, International Management, Accounting, Finance, Human Resources Management, or other related field issued by a duly accredited institution and 7 years of relevant experience at the national and/or international level OR Advanced University Degree (Master’s) in one of the fields listed above issued by a duly accredited institution and 4 years of relevant experience OR  Ph.D. in one of the fields listed above issued by a duly accredited institution and 1 year of relevant experience.

Desirable: Experience in the OAS or good knowledge of its rules and regulations as related to budget and finance, and its administrative procedures and practices, including experience in budget and finance administration.

  • A professionally recognized certification (or qualification) such as a Chartered Professional Accountant (CPA), Certified Government Financial Manager (CGFM), Certified Treasury Professional (CTP), Project Management Professional (PMP), etc., would be an asset.

LANGUAGES:

Essential: Proficient in at least two of the official languages of the OAS (read, write and communicate). A language proficiency examination will be required.

Desirable: Working knowledge of other two OAS official languages.

Source:https://phf.tbe.taleo.net/phf01/ats/careers/requisition.jsp?org=OAS2&cws=1&rid=850

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.