ADMINISTRATIVE ASSISTANT, Bamako, Mali

ADMINISTRATIVE ASSISTANT, Bamako, Mali Organization: RCS - Resident Coordinator System Country: Bamako Office: Resident Coordinator System in Bamako Organizational Setting and Reporting The UN Secretary-General launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator - the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level - support countries in the achievement of their development priorities and the attainment of the SDG's. The position is located in the United Nations Resident Coordination Office (RCO) in Bamako, Mali. The Administrative Assistant reports to the Senior Development Coordination Officer, Strategic Planning and Head of RCO. Responsibilities

Responsabilités

Within delegated authority, the incumbent will be responsible for the following duties: 1. HUMAN RESOURCES MANAGEMENT:

Localisation

Initiates, reviews, processes and follows-up on actions related to the administration of the unit's human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through IMIS. Monitors staffing table and prepare relevant statistical data/charts. 2. BUDGET AND FINANCE:

Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters' budget, trust funds, grants and procurement. Monitors expenditures and compares with approved budget; prepares adjustments as necessary.

Assists managers in the elaboration of resource requirements for budget submissions. Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures Prepares or customizes financial reports from IMIS system generated reports. Co-ordinates with other finance and budget staff on related issues during preparation of budget reports. 3. GENERAL ADMINISTRATION: Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters. Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations). May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Formation / Diplômes

Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision-making. Assists with visualizations and updating information material such as web pages or brochures. Functions as secretariat for the UN Operations Management Team. 4. CONTRACT ADMINISTRATION: Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN. Processes the payment of contractors' invoices and monitor payments. Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys. Performs other relevant duties as assigned. Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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. CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. Education Completion of High school diploma or equivalent is required. Additional certification in any of the following areas: administrative services, finance, accounting, audit, human resources or related area is desirable. Job - Specific Qualification Not available.

Expérience

A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree. Work experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar is required. Work experience with the United Nations or similar international organization is desirable. Work experience of one (1) year or more in data analytics or related area, is desirable. Experience performing similar administrative and executive support functions is required. Languages English and French are the working languages of the United Nations Secretariat. For this job opening, English French are required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https:Required Languages UN Level II UN Level II UN Level II UN Level II French UN Level II UN Level II UN Level II UN Level II Assessment Evaluation of qualified candidates for this position may include a substantive assessment, such as a written test, which will be followed by a competency-based interview by phone/Teleconference (MS Teams) or in-person where possible. Special Notice THIS IS A FIXED TERM POSITION. Appointment or assignment against this post is for an initial period of one (1) year, and any extension will be subject to the availability of funds, budgetary approval, or extension of the mandate. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and

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