Project Support Officer

ETHIOPIAN AGRICULTURAL TRANSFORMATION INSTITUTE (ATI)

Ethiopian Food Systems and Nutrition Transformation,

Technical Support Unit

Position:                            Project Support Officer

Term of Employment:      One year with a possibility of extension

Duty Station(s):               Addis Ababa, Ethiopia

Required Number:           One

Application Deadline:     15, 2024 

Background: Ethiopian Food Systems and Nutrition Transformation (EFSN)

The Sustainable Development Goals (SDGs), a comprehensive plan for people, the planet, and prosperity, aim to strengthen universal peace and greater freedom. It acknowledges that eradicating poverty in all its forms and dimensions, including extreme poverty, is the most significant global challenge and an essential prerequisite for sustainable development. The United Nations Secretary-General has convened the UN Food Systems Summit (UNFSS), a crucial platform designed to assist member states in driving food systems transformation and accelerating global progress towards the SDGs. Ethiopia actively participates in the UNFSS and has developed its food system transformation. In this context, the incumbent role is not just important, but it offers a unique and privileged opportunity to contribute to these global efforts, a chance that not many get in their careers.

The Ethiopian Food Systems and Nutrition (EFSN) transformation pathway has 24 game-changing solutions and is structured around three pillars of governance: federal, Regional, and Partnerships. Each pillar, including the private sector, research institutions, universities, civil society organizations, Non-Governmental Organizations (NGOs), and the general public, plays a crucial role across the food systems chain. The Inter-Ministerial Steering Committee (IMSC) is a body consisting of 15 ministries. As part of this role, effective coordination, a key aspect, is essential to align the efforts of different individuals, groups, or departments toward a common goal. Ethiopia is fully committed to transforming its food system, and the incumbent will be a vital part of this transformation, ensuring the smooth operation of the three pillars and the overall success of the EFSN. 

Moreover, the Agricultural Transformation Institute (ATI), a key player in the Ethiopian Food Systems and Nutrition (EFSN) Transformation, has been chosen as the secretariat, overseeing the work of the Technical Support Unit (TSU). As part of the TSU, the incumbent will be a part of this transformation and at the forefront of it, providing crucial technical support and contributing to its overall success. This is an exciting opportunity to be part of a significant change in Ethiopia's food system. 

This position presents a distinctive chance for personal and professional advancement. It involves collaborating with a team of experts in a dynamic and demanding setting. We are seeking individuals who are eager to grow and contribute to our transformative work. By joining our team, the incumbent will contribute to the achievement of the national efforts to transform Ethiopian food systems and SDGs. 

POSITION SUMMARY:

The Project Support Officer is responsible for supporting the Technical Support Unit members in their daily work. The Officer is responsible for compiling reports, maintaining documentation, organizing meetings, and facilitating administrative & logistics activities. The position holder generally liaises and ensures effective communication with internal and external stakeholders and serves as focal point for the Unit. She/he will be reporting to the principal Coordinator.

ESSENTIAL DUTIES and RESPONSIBILITIES

• Compiling and preparing reports, supporting in the preparation of presentations, and correspondence.

• Establishing and managing the TSU databases and filing systems. Maintaining updated/latest and accurate information, reports, project documents, Project Audit reports, etc. 

• Properly file all incoming and outgoing correspondences in a place with no access to the third parties to ensure security as well as confidentiality.

• Closely work with internal and external Auditors and support other functions to provide the required information, document, etc.

• Following up and tracking the implementation of action points of a meeting/decisions made at any level and audit issues proposed for enhancements and reporting progress.

• Provide support to Support Functions and TSU to ensure donor compliances and audit issues are well taken and addressed by the responsible bodies.

• Organizing and scheduling events, meetings, appointments, and tracking calendar. 

• Compiling meeting agendas & minutes and share to relevant parties, as deemed necessary.

• Providing administrative and logistics support to staff members; facilitating international travels. 

• Assisting the Technical Support Unit Members by tracking progress against plans, alerting on deadlines.

• Receiving guests and providing basic information and linking with relevant members of the Unit for details.

• Ensure effective and smooth communication with internal and external stakeholders.

• Monitor and track expenses/costs/disbursements of the Unit and regularly update the principal Coordinator.

• Closely work with Finance Team and compile reports/updates on the budget utilization progress against the budget planned for the period. 

• Compile annual Procurement Plan and Procurement Request for the Unit, in consultation with members of the Team and the Principal Coordinator

• Closely work with the Procurement Team to ensure procurements for the Unit are completed as per the plan and delivered on the agreed timeline.

• Perform other related activities as assigned by the Supervisor.

Required qualifications, competencies, skills, training, and experience 

• Bachelor’s or master’s degree in project management, business administration, management, accounting, or related field.

• Minimum 4 years for BA/BSc degree or 2 years for master’s directly relevant experience.

• Hands-on and proven experience in supporting diverse and multi-disciplinary project team.

• Excellent time management skills and the ability to prioritize work.

• Attention to detail and problem-solving skills.

• Strong organizational, analytical, and administrative skills with the ability to multi-task and working under stressful situation/under pressure.

• Familiar with financial, administrative, logistics and other operational systems, policies, procedures, practices, tools, etc, 

• Excellent written and verbal communication skills.

• Strong interpersonal skills and the ability to work well in a team. 

• Proficient Microsoft Office (Word, Excel, and PowerPoint) - other graphic design tools (e.g., Adobe) are considered a plus.

How To Apply

APPLICATION INSTRUCTIONS:

We invite all candidates meeting the required qualifications to send (i) a cover letter and (ii) a CV (maximum 3 pages) at http://apply.ata.gov.et

Also, please DO NOT submit scans of certificates with your application form. 

Women are highly encouraged to apply.

NB. Only short-listed candidates will be contacted.