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Administrative Associate
Bamako (Mali)
Organization: UNOPS – United Nations Office for Project Services
Location: Bamako (Mali)
Grade: LICA-7, Local Individual Contractors Agreement – Administrative support
Occupational Groups:
Operations and Administrations
Closing Date: 2020-01-26
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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.
This is a Local Individual Contractor Agreement and is open to persons who hold nationality or have a valid work or residency permit.
Female candidates are strongly encouraged to apply! Candidates with no UN experience are strongly encouraged to apply!
Competencies
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.
Contract type, level and duration
Contract type: Local Individual Contractor Agreement (LICA) Contract level: ICS-7
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
Background Information – UNOPS
UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.
UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.
Working with us
UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.
Diversity
With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.
Work life harmonization
UNOPS values its people and recognizes the importance of balancing professional and personal demands.
