Administrative Officer

Eligibility criteria

Minimum age: 25 years old. Nationals of the country of assignment are not eligible, except the assignments in Headquarters duty stations.

Description of task

Under the delegated authority of the Regional Senior Administrative Officer, the UN Volunteer will undertake the following tasks:

• Support the Regional Senior Administrative Officer (RSAO) in liaising with the different teams in Gao, including the MSD sections, the programmatic pillars, the UNPOL representative, the military leadership and contractors as well as the Headquarters in Bamako. Attend meetings on behalf of the RSAO when necessary;
• Support the planning, organization and management by the Joint Mission Support Center (JMSC) of the logistics of representational and official visits in Gao comprising national and multinational UN and outside commissions, organizations etc, 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;
• Assist in the creation and/or updating of standard operating procedures (SOPs), guidelines, reports and a wide range of correspondence on administrative issues for the mission in Gao. 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;
• Produce and disseminate correspondence memos, circulars/broadcasts, letters, faxes and emails;
• Draft reports, prepare presentations and/or talking points for the RSAO as and when required, analyse mission and sector operational information and data received and assist the regular distribution of information;
• Keeping the RSAO 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 Regional Senior Administrative Officer.

Qualifications/Requirements Required degree level: Technical/Vocational diploma Education - Additional Comments:

Business or Public Administration, Management, International Relations, Logistics or related fields.

Required experience: 36 Months Experience remark:

At least 3 years of progressively responsible experience in 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.

Language skills:

• English(Mandatory), Level - Fluent

Area of expertise: Administration and administrative assistance Area of expertise details:

Working knowledge of French highly desirable.

Working computer skills, including full proficiency in various MS Office applications (Excel, Word, Power Point, etc.) and other IT applications and office technology equipment. Ability to generate ad hoc electronic documents, spreadsheets, and databases.

Driving license: Yes Application procedure:

* Not yet registered in the UNV Talent Pool?

Please first register your profile at https://vmam.unv.org/candidate/signup. Important: After creating your account, complete all sections of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink. Lastly, select the special call to which you would like to apply.

* Already registered in the UNV Talent Pool?

Please first update your profile at https://vmam.unv.org/candidate/profile. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to which you would like to apply.

Application deadline: 08-12-2020