Senior Finance & Administration Officer at African Union

The African Union (AU) is a continental body consisting of the 55 member states that make up the countries of the African Continent. It was officially launched in 2002 as a successor to the Organisation of African Unity (OAU, 1963-1999).  We are an Integrated, Prosperous and Peaceful Africa, driven by its own citizens and representing a dynamic force in the global arena.

We are recruiting to fill the position below:

Job Title: Senior Finance & Administration Officer

Requisition ID: 762
Location: Rabat, Morocco, Bamako, Mali, Khartoum, Sudan
Reports to: Deputy Director
Directorate/Department: African Migration Observatory/Center/ HHS, Rabat, Kingdom of Morocco,African Centre for the Study and Research on Migration, Bamako, Mali,Continental Operational Centre in Khartoum, Sudan.
Division: Office of the Deputy Director, Finance and Administration Unit
Number of Direct Reports: 2
Number of Indirect Reports: 7
Job Grade: P3
Contract  Type: Regular
Slot: 3 Openings

Purpose of Job

• Under the supervision of the Deputy Director, the Senior Finance & Administrative Officer shall establish and maintain efficient administrative systems and procedures as well as control mechanisms to support the smooth running of the operations and ensure compliance with AU administrative, human resources and financial rules and procedures.
• The incumbent manages the day-to-day human, financial and administrative resources of the office; conducts regular checks of the internal controls, leads the preparation of the monthly accounts closure of the operation, proposes the administrative budgets of the office, ensuring that disbursements are in accordance with the administrative budget and AU’s Financial Rules.

Main Functions

• Ensure proper functioning of the Observatory/Center’s administration and accounting systems in accordance with AU Administration and Financial Rules and Regulations.
• Manage the day-to-day personnel, financial and administrative resources of the office.
• Oversee recruitment, appointments and administrative formalities concerning local General Service staff and support the recruitment process of internal staff.
• Ensure timely and accurate monthly and year-end closure of accounts, including bank reconciliation, and submit reports to the Deputy Director as per prescribed deadlines.
• Ensure timely and effective follow up to audit observations and recommendations.
• Work with project and technical officers to ensure effective grant oversight, coordination and ensure efficiency and effectiveness of programs
• Ensure implementation of activities and tasks by sub-delegates that comply with standards of internal controls, accounting systems, external audit requirements and rules and regulations of the organization;
• Select and negotiate with local service providers, within the established financial parameters.
• Support the development of technical proposals and other resource mobilization efforts.
• Support donor pledging conferences and prepare documentation for multi-donor funding and reporting;
• Settle amounts due, or recover outstanding receivables.
• Prepare a consolidated budget for the Observatory/Center for approval by the Deputy Director.
• Ensure that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained accurately;
• Promote best practices, transparency, accountability and appropriate working systems.
• Prepare Financial Statements for consideration by the Commission, Member States and Partners as well as internal/external auditors;
• Prepare the year – end financial statements which form part of the annual financial reports.

Specific Responsibilities
Finance and Accounting:

• Manage a complete financial function of the Observatory/Center which would include a number of different and diverse operations and inter-related accounts of the financial system;
• Lead and ensure effective budget preparation (both operational and program), budget implementation and reporting of budget execution on quarterly basis.
• Supervise the processing and the verification of all bank payments and ensure that the accompanying supporting documents are complete and accurate;
• Ensure that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained accurately;
• Provide advice on financial policies, their application and related procedures for the office in accordance with the AU financial rules and regulations
• Provide advice and corrective actions in response to audits and other queries to ensure adherence to the Organization’s Financial Rules and Regulations and circulars;
• Ensure the proper maintenance of financial records of the office.
• Work as Focal Person in relation to the management of the Bank accounts of the HQs maintained locally on the account of the Observatory/Center.
• Supervise the preparation of monthly payroll and related staff emoluments, adjustment of the local bank balance at the end of each month;
• Ensure the preparation of financial statements for audit;
• Supervise the preparation of Financial Reports for consideration of the AU Headquarters and other stakeholders as need be, as well as the certification of general expenditures;
• Perform any other financial and administrative related duties as may be assigned by supervisors.

Human Resource Management

• Supervise and manage the employees under his/her supervision with regard to organization and performance evaluation. Continuously interact with staff and listen to their concerns/comments on relevant HR and Finance issues, and escalate to the attention of relevant authority where necessary.
• Ensure that updated personnel data is maintained (in relation staff contract, leave management, up-to-date personnel information etc).
• Maintain full documents on grievances, terminations, absences, performance reports, and compensation and benefits information.
• Provide advice on human resource management and administrative policies, their application and related procedures for the office in accordance with the AU Staff Rules and Regulations and various administrative circulars. Provide technical advice in financial and HR matters.
• Provide advice and corrective actions in response to audits and other queries to ensure adherence to the Organization’s Staff Rules and Regulations as well as administrative instructions and circulars.
• Supervise and lead the drafting and issuance of various internal and external correspondences related to financial and administrative matters;
• Plan, coordinate, and supervise the performance evaluation process of staff at the level of the Secretariat;
• Coordinate with the AU Headquarters in ensuring timely staffing of the Secretariat as well as employee contract management;

Administration:

• Supervise procurement activities and other acquisitions of goods and services in accordance with the AU Procurement Manual, the maintenance of up to date files, records and documentation of service providers/contracts;
• Administer the asset management system of the Secretariat.
• Lead and control administrative support on issuance of travel documents, i.e. tickets and related, in accordance with the AU Travel Policy;
• Supervise junior staff as appropriate;
• Ensure the effective functioning of the front office and office premises are well maintained and provided with common services.
• Formulate, implement staff safety and security measures and ensure compliance with AU security regulations and standards.
• Performing any other relevant duty/responsibility as assigned

Academic Requirements and Relevant Experience

• A Master's University Degree in Accounting, Business Management, or related fields with seven (7) years relevant progressive experience out of which three (3) years must be at a supervisory level

Or

• Bachelor's Degree in the fields mentioned above and ten (10) years of relevant progressive experience out of which three (3) years must be in a supervisory role;
• Professional Qualification of ACCA, SIMA, CPA or other equivalent certification will be considered as an advantage.
• Demonstrable experience in preparation of annual and multi-year budgets, accounts monitoring and reconciliation, financial and narrative reporting, quality assurance and monitoring and provision of other financial advisory and support services.
• Previous experience in international working systems is an advantage.
• Relevant professional experience refers to providing administrative, human resource, accounting, financial management and commercial financial services support for a public and/or private sector agency or programme of considerable complexity and size;
• Demonstrated experience in financial management at agency level or of a large programme in research or other public sector domain is preferred.  Relevant experience in the private sector in accordance with stated qualifications is also acceptable;

Required Skills:

• Familiarity with the financial management practices and processes typically employed by public sector programmes/institutions;
• Excellent financial and narrative reporting skills;
• Resourceful and skilled at collecting, analyzing and using data to recommend, make and communicate decisions of a technical nature lay audiences;
• Excellent planning and organizational skills
• Able to deliver under tight deadlines and works well under pressure;
• Very good problem solving abilities;
• Pro-active and solutions oriented.
• Ability to delegate responsibility, accountability and decision making authority as appropriate
• Excellent computer skills, including Microsoft Office, Internet Explorer etc. Work experience in accounting packages is required. Demonstrated ability with regard to computer skills, including excellent word-processing capabilities, proficiency with e-mail and internet applications, experience in using office software applications such as MS Excel, Access, Power Point and Word. Knowledge of SAP finance module will be an advantage.
• Proficiency in at least one of the African Union working languages (Arabic, English, French, Portuguese or Spanish). Knowledge of one more or several other working languages would be an added advantage.
• Very good strategic insight, ability to assess and link short term tasks and long term strategies
• Excellent diplomatic, representational, interpersonal and communication skills, including experience successfully interacting with stakeholders and decision-makers in technical and other professional settings;
• Excellent negotiation skills
• Excellent interpersonal skills and ability to organize and motivate others and to work in a multicultural environment.
• Ability to coach and develop staff in order to assist them in meeting performance expectations and development goals, provide adequate feedback
• High level of autonomy at work, yet with profound team-spirit;
• Adaptive, patient, resourceful, resilient and flexible; able to manage change, develop new approaches and take calculated risks; provide support to staff and subordinates

Leadership Competencies:

• Strategic Insight
• Developing others
• Change Management
• Managing Risk

Core Competencies:

• Building Relationship
• Foster Accountability Culture
• Learning Orientation
• Communicating with Influence

Functional Competencies:

• Conceptual thinking
• Job Knowledge and information sharing
• Drive for Results
• Continuous improvement orientation

Tenure of Appointment

• The appointment will be made on a regular term contract for a period of three (3) years, of which the first twelve months shall be considered as a probationary period.
• Thereafter, the contract will be for a period of two years renewable, subject to satisfactory performance and deliverables.

Gender Mainstreaming:

• The AU Commission is an equal opportunity employer and qualified women are strongly encouraged to apply.

Languages:

• Proficiency in one of the AU working languages (Arabic, English, French, Portuguese, and Spanish) and fluency in another AU language is an added advantage.

Remuneration
Indicative basic salary of US$ 37,453.00 (P3 Step1) per annum plus other related entitlements - for Rabat, Morocco, post adjustment is 48% of basic salary and housing allowance US$ $20,097.00  (per annum); for Bamako, Mali, post adjustment shall be 52% of basic salary and housing allowance US$ $20,097.00  (per annum) and for Khartoum, Sudan, post adjustment shall be 46% of basic salary and housing allowance US$ $20,097.00  (per annum). Education allowance will be100% of tuition and other education-related expenses for every eligible dependent up to a maximum of US$ 10,000.00 per child per annum for internationally recruited staff and a maximum of $3,300 per child per annum for locally recruited staff.

How to Apply
Interested and qualified candidates should:
Click here to apply

Application Deadline  17th January, 2022.