ADMINISTRATIVE ASSISTANT

Contract

This is a FS-5 contract. This kind of contract is known as Field Service. It usually requires 8 years of experience, depending on education. More about FS-5 contracts and their salaries.

Org. Setting and Reporting This position is located in Bamako in the Office of Stabilization and Recovery under the MINUSMA DSRSG/RC/HC pillar. The Trust Fund Administrative Assistant reports to the coordination Officer (Head of Trust Fund Unit) and the Senior Programme Management Officer under the overall guidance of the Director of Stabilization and Recovery Section.

The Office of Stabilization and Recovery focuses on assisting the Government, local communities and the United Nations Country Team (UNCT) deliver early recovery and stabilization programmes effectively, whilst also supporting the articulation of longer term development plans that build on the immediate benefits delivered by these programmes.

Under the overall direction of the DSRSG/RC/HC, the Stabilization and Recovery section is responsible for coordinating the Mission's and the UNCT's efforts in developing early recovery strategies and related programmes delivery frameworks including the development of the next iteration of the United Nations Development Assistance Framework (UNDAF), donor coordination and advocacy initiatives, overseeing the Mission's quick impact projects development and coordinating the United Nations efforts with the Government's Plans for Sustainable Recovery. The Office further oversees the UN Trust Fund for Peace and Security in Mali. The Office ensures effective coordination between MINUSMA and the UN Country Team, supports close collaboration with national and international partners, and promotes coherence of effort and effective targeting and management of priority programmes with emphasis on early recovery to support peace consolidation. The Office also works closely with the other elements of MINUSMA, such as the Heads of Field Offices, Civil Affairs, and Disarmament, Demobilization and Reintegration teams at both the national and regional levels.

Responsibilities Within delegated authority, the Administrative Assistant will be responsible for the following duties:

• Supports the Unit in the review of financial reports, projects & grants financial update, preparation of allotment request, and the preparation of memos for the signature of project proposals, project agreements and payment requests;
• Oversees work related to procurement, billing and receipt of income, procurement monitoring and evaluation of vendor contracts/payment to vendors and implementing partners;
• With the guidance of the Trust Fund Programme Manager, develop Unit’s annual budgetary requirements;
• Takes the lead with respect to the preparation and implementation of the work programme, ensuring that financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued;
• Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan;
• Support the Trust Fund Management unit and O/DMS/Finance and Budget in relation to donor financial reporting requirements, including on project support cost;
• Defines requirements and work with systems units with respect to improving budget reporting systems and cost-effective utilization of program resources
• Develops procedures to ensure that accounting and financial management controls are consistent with UN policy and practice.
• Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues.

• Assist the coordination between lead offices, Finance and Budget Section, and Legal Affairs on the drafting of cost plans and MoUs with implementing partners.

  Competencies Professionalism: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Demonstrated in-depth technical knowledge of all aspects of administration with proven analytical skills. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; Adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education High school or equivalent diploma is required. Technical or vocational certificate in business or public administration, finance, human resources management, accounting or related area is desirable

Work Experience At least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields, of which three (3) years at a supervisory level is required. Experience in international operations in a post-conflict environment is desirable. A minimum of two (2) years’ work experience in a high-profile Front Office is desirable; previous report drafting experience and use of databases is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and French (both oral and written) is required.

Assessment Evaluation of qualified candidates may include an informal interview.

Special Notice - This position is temporarily available for an period for six months. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

  United Nations Considerations According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.