Administrative Officer

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.

• Effective liaison of the O/RAO with the different Units/Teams in the Gao Regional Office. • Efficient coordination of logistics of representational and official visits to Gao. • Timely and efficient follow up on major project and action points for the MSD Section. • Production of Standard Operating Procedures (SOPs), guidelines, reports to facilitate operations according to UN regulations and practices. • Written outputs from O/RAO are produced timely, accurately and are of a high-quality standard. • Concise, accurate minutes of meetings, translations and interpretation services that enable the RAO to make decisions and keep track of issues. • The Administrative Assistant in O/RAO receives appropriate guidance to perform duties. • Ensure issues and problems addressed to O/RAO are dealt with effectively in a timely manner. • Travel, meetings, hospitality events and conferences are well coordinated and with the required resources in place.

Under the delegated authority of the Regional Senior Administrative Officer, the UN Volunteer will undertake the following tasks: • Oversee the general administration of the Office of the Regional Senior Administrative Officer (RAO). • Support the RAO in enhancing mission support delivery to all components of the UN Gao Regional Office, including the identification of any gaps in support provision to UN uniformed and programmatic sections and propose project delivery and process improvements. • Support the planning, organization and management by the Joint Mission Support Center (JMSC) of the logistics of representational and official visits of delegations to Gao, acting as coordinator of the different pillars (Aviation, FMU, Security, Transport, Welfare, Supply, JMSC, MOVCON, etc). • Support the planning, organization and oversight of Staff Welfare activities by the Gao Welfare & Recreation Committee (WRC) and the Gao Welfare Unit. • Attend meetings on behalf of the RAO when necessary. Take and produce minutes of meetings and coordinate the use of English/French translation and interpretation services, as and when required. • Schedule meetings and conferences; organize appointments, video teleconferences and town hall styled meetings. • Assist in the creation and/or updating of standard operating procedures (SOPs), guidelines, reports and a wide range of correspondence on regional administrative issues. • Produce and disseminate correspondence memos, circulars/broadcasts, letters, faxes and emails. • Draft reports, prepare presentations and/or talking points for the RAO as and when required, analyze mission and sector operational information and data received and assist the regular distribution of information. • Research, analyze and present administrative information at the regional level, gathered from diverse sources. • Conduct periodic cash counts to ensure transparency and oversight over the Imprest and Welfare accounts; • Keep the RAO informed of matters requiring his attention. • Manage the contact database for the office and update records regularly. • Develop appropriate filing systems for the office and maintain the records regularly. • Arrange travel, movement of personnel processes, keep attendance and schedule leave of staff members. Manage sick and emergency leave requests for staff members. • Perform any other office administration tasks and related activity, as deemed appropriate by the RAO.

• Integrity and professionalism: demonstrated expertise in area of specialty and ability to apply good judgment; high degree of autonomy, personal initiative and ability to take ownership; willingness to accept wide responsibilities and ability to work independently under established procedures in a politically sensitive environment, while exercising discretion, impartiality and neutrality; ability to manage information objectively, accurately and confidentially; responsive and client-oriented. Accountability: mature and responsible; ability to operate in compliance with organizational rules and regulations. • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities. • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender;

delivering administrative, operational planning and/or logistics services; developing standard operating procedures, drafting reports, correspondence and providing client support. Good inter-personal and presentation skills. Experience in UN field operations would be an asset but is not a requirement.

Gao is non-family duty station. Living conditions are acceptable, but security instructions need to be strictly complied with. The national currency is the Franc CFA (April 2020 exchange rate is 1 US$ = 560 FCFA). Visa credit cards are acceptable in some hotels and larges shops in Bamako. Mali is a country prone to malaria, so mosquito nets are highly recommended. Basic medicines are available from UN Medical Section or from pharmacies, but provision need to be made for specialized medication. Security recommendations from the UN Department of Safety and Security (UNDSS) must be followed by all UN Staff in the course of their assignments in Mali. Appropriate measures are in place to mitigate the current security risk for UN personnel in the country. All UN Volunteers, like all UN personnel, undergo a security briefing and the 3 days mandatory training “Safe and Secure Approaches in Field Environments” (SSAFE) upon arrival, where practical guidance and recommendations are provided regarding security threats in Mali. An additional security briefing is provided upon arrival to the final duty station. Like all UN personnel, UN Volunteers based in Gao are accommodated in UN premises. UN provided accommodation in Mali is compliant with wellbeing standards, i.e. female/male bathrooms. A welfare committee is also active in all duty stations to ensure enough access to welfare commodities, including food supplies. Emergency contacts (security, medical, staff counselling, UNV Office) are made available for all UN Volunteers upon arrival, and each individual is provided with a VHF radio and a call sign, which can be used at all time. 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.