Administrative Assistant

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

• Serve as Front Office for the SSR-DDR section and more specifically for the Director SSR- DDR • Manage administrative issues pertaining to the section personnel • Monitor time attendance for the SSR-DDR section

Under the direct supervision of Director of Security Sector Reform (SSR) the UN Volunteer will undertake the following tasks:

General Administration • Provides general office support services to help • Ensure the smooth functioning of the Front Office of the Office of Security Sector Reform (SSR) and Disarmament Demobilization and Reinsertion (DDR); • Drafts routine correspondence and respond to inquiries in respect to relevant administrative and personnel matters of the Office of SSR-DDR; Schedules meetings and appointments; • Maintains files of administrative instructions and other relevant subjects; • Coordinates extensively with components within the Humanitarian Pillars and liaises frequently with internal team members; • Performs other related administrative duties, as required e.g., operational travel plan for the Pillar; attendance and leave recording; • Process and monitor the submission of claims; office supply and equipment maintenance, waivers and MOPs; • Assists with the organization and coordination of meetings etc; • Maintains calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate Front Office; • Reviews, records, routes and/or process mail or other documents; gathers pertinent background material; • Tracks and monitor follow-up actions as required; Maintains files (both paper and electronic) and databases for the Front Office; • Performs basic data entry and management functions; • Uses standard word processing packages to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards.

Human Resources Management • Supports, process and follow-up on actions related to the administration of the Unit's human resource activities, e.g., recruitment of staff and consultants, performance appraisal, separation of staff members, etc; • Liaises and follows-up with the Human Resources Section on issues related to administration of benefits and entitlements, administrative procedures, processes and practices, and conditions of service under the Staff Rules and Regulations; • Maintains and monitors the Unit's staffing table and prepares relevant statistical data and charts as required. • Work implies frequent interaction with the other sections from Humanitarian Coordination and Resident Coordination Pillar components, Mission Support staff, Front Offices, Human Resources.

• Professionalism: Ability to provide seasoned effective specialized advice in a broad range of human resources, financial, logistical, and administrative areas to Head of Office/Mission, and to Headquarters and senior mission staff; ability to ensure adequate preparation of reports or rationale with respect to key logistic and administrative decisions; strong negotiation and conflict-resolution skills. Shows pride in work and 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. • Communication: Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify and exhibits interest in having two-way communication; Tailors language, tone, style and format to match audience; Demonstrates openness in sharing information and keeping people informed. • 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.

the United Nations system or the private sector in the field of administrative, budget, finance, logistical services or in other related fields is required. Experience handling confidential documents and data is required. Experience in events' organization and management is desirable. Experience drafting and reviewing project documents, translating documents from English to French is desirable. Relevant experience in a United Nations common system field operation (inclusive of peacekeeping, political missions and UN agencies, funds, and programs) or similar international organization or non-governmental organization is desirable. Experience using Enterprise Resource Planning (ERP) tools is desirable (e.g Umoja). Relevant experience providing administrative, financial and budgetary, logistical support, staff training, programs/projects support, and supporting the Front Office and assisting UN Senior Officials is desirable. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and proficiency in word processing.

Bamako is a non-family duty station with a difficult security and working environment. Mali is a non-family duty station. Living conditions are acceptable in Bamako. Adequate housing is available for rent at US$ 500-1500 per month. The national currency is the Franc CFA. Visa credit cards are accepted in some hotels and larger shops. Mali is a country prone to malaria, so mosquito nets are highly recommended. Basic medicines are available from pharmacies, but provision needs to be made for specialized medication. Security recommendations from the UN Department of Safety and Security (UNDSS) must be followed by all UN personnel in the course of their assignments in Mali. For the sake of rewarding experience, UN volunteers in MINUSMA carry out their duties with flexibility, commitment, and a willingness to live and work in challenging conditions including heat and limited water and electricity supply.