Administrative Associate

UNOPS, Bamako, Mali

Skill Required:, Project/ Programme Management
Preferred Experience: 
3 Years
Closing Date for Applications: 
26th January, 2020


Job Description

Background Information - PSC

Peace and Security Cluster

The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. The Head of Cluster is responsible to administer, provide support and oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations. It is headed by the Head of Cluster who has the overall authority and accountability for the performance of the Peace and Security Cluster on behalf of its clients.

Background Information - Job-specific

Mali programme

Mali is facing a problem of weapons and explosive hazard contamination as a result of protracted and recent armed conflicts. The presence of explosive remnants of war (ERW), improvised explosive devices (IED) and insecure stockpiles of weapons and ammunition (obsolete, abandoned or neglected), poses a serious threat to civilians as well as to United Nations and humanitarian personnel operating in the country.

UNMAS deployed to Mali in January 2013 to conduct an emergency assessment of the situation with regard to explosive threats. In July 2013, the United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA) was established under Security Council resolution 2100 and is currently operating under Security Council Resolution 2480 (2019). In accordance with these mandates, the United Nations Mine Action Service (UNMAS) has engaged UNOPS PSC to implement a mine action programme in Mali to:

Improve the protection of civilians and facilitate humanitarian assistance;

Enhance national capacity to mitigate explosive threats and enable compliance with international treaty obligations;

Reduce the explosive threat to MINUSMA and United Nations personnel.

Functional Responsibilities

Under the overall guidance and supervision of the Head of Support Services, and direct supervision of the Human Resources and Administrative Officer, the Administrative Associate supports in the overall management of administrative services, ensuring high quality and accuracy of work. She/he works in close collaboration with Project Managers, Operations, Support Services unit and Project teams to exchange information and ensure consistent service delivery.

Summary of Key Functions:

  • Implementation of operational strategies
  • Efficient administrative support
  • Coordination of Registry and Receptionist functions
  • Support to knowledge building and knowledge sharing

Ensures implementation of operational strategies, focusing on achievement of the following results:

  • Full compliance of administrative activities with UNOPS rules, regulations, policies and strategies.
  • Support UNOPS administrative business process review and mapping as well as elaboration and implementation of the internal standard operating procedures (SOPs).

Ensures efficient administrative support, focusing on achievement of the following results:

  • Maintain a standard of advice and support to clients for administrative functions.
  • Coordinate the administration of national and international travel arrangements including; provision of advice on visa and entry formalities, provision of advice on airline stopover policies, provision of advice on travel entitlements, international ticket options and national travel schedules, provision of advice on security restrictions and requirements, review of travel documents, registering of travel, booking of travel, processing travel entitlement payments.
  • Coordinate with UNMAS Mali regional offices administration and support personnel to ensure consistent level of administration support in all areas.
  • Ensure all travel is registered on UNOPS Travel Registration Tool.
  • Ensure UNMAS Mali Travel Tracking Tool remains up to date and travel processing is completed within required timeframes.
  • Process Purchase Orders and Request for Payments in oneUNOPS for travel and other administrative expenses;
  • Ensure travel templates are updated to reflect current Daily Subsistence Allowance amounts and operational rates of exchange.
  • Assist with the preparation of reports, travel plans, statistical charts and tables related to administration, including Quarterly International Travel Plan and UNOPS Greenhouse Gas Travel Report.
  • Draft correspondence and internal directives relating to administrative matters.

Coordinates implementation of Registry and Receptionist functions, focusing on achievement of the following results:

  • Provision of efficient general reception and information services.
  • Provision of reliable registry services and filing.
  • Monitoring of front office activities and supervision of the respective receptionist.

Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

  • Guidance and training personnel engaged in the administrative and reception services.
  • Implementation and monitoring of administration quality management and implement corrective action where standards are not being maintained.
  • Other duties as required by the Head of Section and the Head of Support Services.

Education/Experience/Language requirements

Education and relevant years of experience:

  • An Advanced University Degree (Master's degree or equivalent) with one year of relevant experience;OR
  • A First-level University Degree (Bachelor’s Degree or equivalent) with three years of relevant experience; OR
  • A Secondary School Diploma (High School or equivalent) with seven years of relevant experience is required.

Work Experience:

  • Relevant experience is defined as experience in administration, management, travel or related roles.
  • Within relevant experience, one year in travel management required.

Languages:

  • Fluency in English and French (Read, Write and Speak) is required.
  • Knowledge of other UN working language is desired.

Source:https://jobs.unops.org/pages/viewvacancy/VADetails.aspx?id=19112#3


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