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.

• Administration, adequate support and successful implementation of the conditions of service and mission guidelines of serving 250 UN Volunteers. • General support to MINUSMA administration and programs in collaboration with UNV headquarters ensured. • General support to UNV programme in Mali provided (UNV field unit with MINUSMA and when and if required on ad hoc basis to • UNV Field Unit within United Nations Development Programme (UNDP). • Efficient, timely, responsive, client-oriented and high-quality support rendered to the UNV Programme Manager in the accomplishment of her/his functions

Under the direct supervision of the UNV Programme Manager (PM), the duties of the UNV Administrative Officer will include but are not limited to the following:

• Facilitate and coordinate the integration process of MINUSMA and Agencies components of the Field Unit; • Provide management support to the PM and the Programme Officer; • Coordinate the mobilization and recruitment of volunteers in collaboration with UNV HQ and all sections of the mission; including communication and updates to UNV PM and section chiefs / hiring managers; • Coordinate the arrival and check-in of newly recruited UN Volunteers; • Coordinate the check-out and departure of outgoing UN Volunteers, and update the related online systems and tools; • Input relevant UN Volunteer data to ATLAS for MINUSMA, UN Agencies and national UN Volunteers as necessary; • Support UNV PM during the budgeting and staffing exercise for the UNV component of the mission, including communication to sections, Budget Office, UNV HQ and volunteers; • Coordinate and supervise payroll consolidation; • Manage UN Volunteers leave request, make leave adjustment if required; • Process UNVs R&R reimbursement through UMOJA; • Ensure information flow between UNV PM and UN Volunteers regarding all activities; act as focal point for inquiries about redeployment, local working and security conditions, accommodation issues, and all matters related to the Conditions if Service; • Participate to UN Volunteer on boarding process; • Process and maintain records of re-deployment, transfers and temporary duty assignments (TDY) for all UN Volunteers; • Act as focal point from UNV Field Unit for the security zone warden system; • Oversee approval of UN Volunteer leave requests and reports; monitor attendance; • Ensure that trimestral volunteer statistics and post data reports are sent to UNV PM and to UNV HQ; • Support, in coordination with the UNV PM, the planning and preparation of UNV HQ field monitoring visits; • Plan and participate to field missions outside Bamako; • Ensure effective coordination and logistical support in collaboration with the Public Information focal point for volunteer advocacy and social activities; • Effective and efficient support of the Country Coordinator and UN partners in advocacy and outreach campaigns, such as the International Volunteer Day (IVD), presentation of promotional information with Host Entities, local volunteer organizations, etc.; • Support onsite and online volunteer mobilization that increases the number of volunteers; • In consultation with the Online Volunteering (OV) Programme Assistant in the respective Regional Office, act as a focal point for online volunteers and accreditation of OV service organizations, focusing on supporting host entities with developing OV opportunities through advocacy engagements and promoting the concept of OV; • Support the deployment and assignment management of all UN Volunteer modalities; • Support the recruitment of national UN Volunteers, including updating and maintaining a national UN Volunteers local candidates talent pool in coordination with the Volunteer Services Centre (VSC); • Maintain files of all UN Volunteers assigned to the country, ensuring that all correspondence and periodic reports are properly kept in the respective volunteer management plat-form, and that related matters requiring action are brought to the attention of his/her supervisor; • Monitor and keep records of the contractual status of all serving UN Volunteers and flag to VSC follow-up actions; • Maintain up-to-date volunteer leave records and ensure that all UN Volunteers manage absences as per the UN Volunteer Conditions of Service; • Maintain up to date contact records of all serving UN Volunteers, including their recognized dependents; • Ensure that initial contract documents, beneficiary forms and inventories of personal effects of UN Volunteers are up-to-date, and submitted to UNV headquarters, VSC (through the respective volunteer management platform) in a timely manner, in accordance with the relevant provisions included in the UN Security Handbook as well as in the UN Volunteer Conditions of Service; • Assist on the logistical and travel arrangements of arriving UN Volunteers; • Facilitate government clearance and entry visas of incoming UN Volunteers and their recognized dependents; • Provide the necessary support to UN Volunteers upon arrival, to open bank accounts as well as to complete forms required to obtain visas, residence permits, etc.; • Undertake tasks for the local support of the UN Volunteers and recognized dependents in the country including in the cases of medical evacuation, security evacuations or the death of a UN Volunteers; • Assist UNV HQ in ensuring all conditions are met before the payment of final entitlements to UN Volunteers at the end of their assignment. • Any other duties as requested by the supervisor.

• 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;

Previous work experience with UMOJA and/or FSS will be highly appreciate.
Previous work experience in administration with an UN Peacekeeping is a strong asset. Previous experience as a volunteer and/or promotion of volunteerism will be an asset Excellent computer literacy; including in spreadsheets and relevant office software pack-ages. Human resources management and development

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, but security instructions need to be strictly complied with. Adequate housing is available for rent at US$ 500-1500 per month. The national currency is the Franc CFA (April 2020 exchange rate was 1 US$ = 560FCFA). 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 Staff 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.