Support Services Assistant

There is a problem of weapons and explosive contamination in Mali, following historical and recent conflict. There is clear evidence of the presence of landmines, unexploded ordnance (UXO), improvised explosive devices (IED) and insecure stockpiles of weapons and ammunition (abandoned or neglected). There were more than 130 recorded victims of UXO since 2012.

The United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA) was established under Security Council Resolution 2100 and the mandate further developed under resolution 2164, 2227 and 2295. In accordance with these mandates, the United Nations Mine Action Service (UNMAS) has engaged UNOPS to implement a mine action Programme in Mali.

The UNMAS-UNOPS mine action Programme is seeking to:

• Reduce the explosive threat to AFISMA/MINUSMA and United Nations personnel;
• Enhance national capacity to mitigate explosive threats;
• Improve the protection of civilians.

Under the direct supervision of the Support Services Assistant (SSA), Gao, the Support Services Assistant is responsible for the transparent and efficient provision of support services to the Regional Area Offices of UNMAS Mali, including administration, travel, HR and finance. The functional responsibilities include:

Administration and Travel

• Assist in the organization of meetings, conferences, visits etc;
• Assist in all domestic and international bookings including; checking Travel Authorisations and Travel Expense Claims, travel registration, assistance with Visa requirements, flight and hotel bookings and movement of personal freight. Register each activity on the Travel Register in accordance with Standard Operating Procedures (SOP);
• Conduct filing on Box Online Server in accordance with SOP with respect to all HR, travel and finance documents;

Human Resources

• Assist in the provision of a wide-range of HR services related to provision of HR Advice, monitoring of leave, monitoring Rest and Recreation entitlements, managing Identity Cards, induction and separations and other HR related issues;
• Monitor Attendance Record Cards and ensure they are correct and submitted on a monthly basis;
• Prepare and submit on a regular basis information for the monthly batch payroll for Rest and Recreation and Danger Pay;

Finance

• Create supplier profiles in oneUNOPS and maintain the UNMAS Mali supplier data base for region;
• Manage petty cash account including correct security of money, issue of money only for authorised activities, correct filing of receipts, maintenance of Petty Cash ledger, monthly reconciliation and request for replenishments;
• Proper control of the supporting documents for payments and financial reports for projects; preparation of vouchers for projects; PO vouchers; Pay Cycle and payment execution
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers
• Assist in the presentation of information on the status of financial resources as required
• Identify and record receipts for income application
• Timely and accurate preparation of bank reconciliations
• Initiate bank transfers and deals in Enterprise system
• Run remittance cycle and Creation of Remittance Advices to be sent to the bank
• Perform any other duties as required.

a. Education

• Bachelor’s Degree or equivalent in Human Resources, Administration or similar field with a minimum of one (1) years of relevant experience;
• or Secondary School/high school diploma with a minimum of five (5) years of relevant experience.

b. Work Experience

Relevant experience is defined as experience in Finance, Human Resources or Administration.

• One (1) year of experience in travel management is required

c. Language

• Fluent written and spoken French is required.
• Intermediate written and spoken English is required.

• Qualified female candidates are strongly encouraged to apply.
• This is a local position, therefore only nationals of the country will be considered.
• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.