Ethiopia is situated in the Horn of Africa and is the second most populous country on the continent with an estimated population of 115 million. It borders six African countries: Djibouti, Eritrea, Kenya, Somalia, South Sudan, and Sudan, and covers 1,104,300 square kilometers. Approximately 85 percent of the population lives in rural areas. Ethiopia represents a melting pot of ancient cultures with Middle Eastern and African cultures evident in the religious, ethnic, and language composition of its people.
Over the past two years, children and their families across Ethiopia faced multiple and complex emergencies, such as the conflict in the northern Ethiopia and the drought, which resulted in millions of people in need of urgent humanitarian assistance. UNICEF has programmes in Child Protection, WASH, Health, Nutrition, Social Policy, and Education and serves over 15 million children in Ethiopia. Join UNICEF Ethiopia to contribute to improving the lives of children and women.
How can you make a difference?
Under the supervision of Supply and Procurement Specialist, the incumbent centralizes contract management of 3rd party HR service providers by ensuring that third party HR outsourced staffs are monitored using master data. Capture and monitors the different aspects of HR outsourcing process which includes TOR registration, job advert, shortlisting, interview and timely completion of staff recruitment. Facilitate the proactive coordination among different sections and operations teams to ensure payment of invoices submitted by third party HR outsourcing service providers as per the agreed SLA.
Specific Tasks
The Operations officer is responsible for the overall management of the third-party staff recruitment and supporting the payment processing activities. He/she will ensure the maintenance of sound monitoring system and to make sure that staff recruited, and payments paid to the HR outsourced companies are as per agreed SLA. S/he will provide an overall supervision of all third-party HR outsourcing companies payments and administrative support related to HR outsourced services throughout processes in line with agreed terms and condition of the Long-Term Agreement (LTA), contracts, project document, and will work closely with project and UNICEF operations team.
The incumbent will carry out the following activities:
Maintain an updated a Master Data Base (from TOR approved until closure of contract) and share weekly update with Section Chiefs, alerting on actions to be taken by each party involved.
Register in the Master data base the approved TORs (provided by Supply team), ensure that they are shared with the service provider and that a short/long list is timely submitted to programme (48h for emergency recruitment and 5 working days for non-emergency recruitment).
Ensure that candidates are selected for interviews by programme within 5 working days after receiving the short/long list.
Monitor the reception of payment requests from service providers (professional fees and reimbursement) and follow up with each programme officer to ensure that service entry sheets(SES) are completed on time (within 72h).
As soon as SES is done, ensure that Service providers are informed (within 48h) and that they immediately submit the corresponding invoices (within one week) to the TA who will ensure it is aligned with the SES.
Ensure that the payment is processed (certified and submitted to finance) by programme within one week.
Ensure that invoices are paid by Finance within 2 weeks after certification and submission by Programme.
Monitor Service providers performance against agreed KPIs and submit monthly a report to supervisor.
Carry out any other tasks on related support management as may be required by Supply and Procurement specialist.
To qualify as an advocate for every child you will have:
University degree in management, Business or accounting is required.
A minimum of one year of relevant professional work experience in managing and monitoring third party/ outsourced staff contracts.
Hands-on experience on Microsoft Office applications and statistical software is required.
Fluency in English is required. Knowledge of another official UN language or a local language is an asset.
