Support Services Senior Officer

Peace and Security Cluster

Background Information - Mali Programme

Mali is facing a problem of weapons and explosive hazard contamination as a result of protracted and recent armed conflicts. The presence of explosive remnants of war (ERW), improvised explosive devices (IED) and insecure stockpiles of weapons and ammunition (obsolete, abandoned or neglected), poses a serious threat to civilians as well as to United Nations and humanitarian personnel operating in the country.

UNMAS deployed to Mali in January 2013 to conduct an emergency assessment of the situation with regard to explosive threats. In July 2013, the United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA) was established under Security Council resolution 2100 and is currently operating under Security Council Resolution 2584 (2021). In accordance with these mandates, the United Nations Mine Action Service (UNMAS) has engaged UNOPS PSC to implement a mine action programme in Mali to:

• Improve the protection of civilians and facilitate humanitarian assistance;
• Enhance national capacity to mitigate explosive threats and enable compliance with international treaty obligations;
• Reduce the explosive threat to MINUSMA and United Nations personnel.

Under the direct supervision of the Support Operations Officer, the Support Services Senior Officer is responsible for assisting in the provision of effective, efficient and consistent Support Services, namely HR, Administration, Finance, Logistical, Asset Management, Procurement and ICT, to projects and all activities under the UNMAS Mali Programme for the North sites. The functional responsibilities include:

Logistics, Asset Management and Procurement

Support the Support Operations Officer (SOO) to ensure provision of logistics support and inventory management; supervise the logistics team, focusing on achievement of the following results:

●        Maintain a comprehensive supply & logistics system and database in accordance with UNOPS procedures.

●        Assist in the provision of training on logistic matters to staff and monitor the implementation of the Standard Operating Procedures (SOPs).

●        Monitor and support the overall evidence, tracking, maintenance, reporting of assets and expendables, ensure regular physical verification and certification are performed and oversee their movement into and within the North camps.

●        Support the SOO to liaise with contractors to implement internal control and reporting systems for UNOPS owned equipment.

●        Regularly manage records reconciliation and ensure that a repair/disposal/transfer plan and repair/disposal/transfer activities are conducted for damaged/unserviceable/surplus assets and expendables following UNOPS regulations.

●        Ensure office and accommodation premises management and maintenance.

●        Monitor the vehicle pool for providing transportation services as required by the office as well as to meet logistical needs.

●        Support the monitoring of the vehicle management and maintenance system in accordance with UNOPS vehicle management policy and procedures.

●        Provide procurement advice and support to the field staff for efficient delivery of services to the clients, while maintaining high level of compliance with the UNOPS procedures.

●        Support the SOO to estimate the procurement needs for the North offices.

Administration and Human Resources

Monitor day-to-day personnel administration to support the North Office. This includes support with leaves, travel, document reproduction and filing, allowances and payments. Specific activities will include:

●        Coordinate all travel documents processing and payments.

●        Monitor the processing of personnel payments for Danger pay, Rest &Recuperation & other entitlements.

●        Monitor the monthly attendance of personnel, update the leave/mission plans and submit quarterly travel plans.

●        Monitor the information management of travel files and travel registry.

●        Support the SOO with the induction of new personnel and checkout of departing personnel.

●        Perform other related duties as required.

Finance

Responsible for providing support to the SOO to monitor the finance operations of the North offices. Specific duties likely to include:

●        Oversees the Operational Advances and Petty Cash including making requests, educating the custodians, reviewing reconciliations, coordinating replenishments and closing accounts.

●        Assist in the preparation of budgets and budget amendments.

●        Support the SOO in maintaining effective financial management, monitoring and control systems in accordance with UNOPS/UN Financial Rules and Regulations.

●        Oversee preparation of payment requests in accordance with relevant SOPs and Financial rules and Regulations.

Knowledge building and knowledge sharing

Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

●        Organize and conduct of training for the operations/ projects staff on support services related topics

●        Briefing/debriefing of staff members on issues relating to area of work

●        Sound contributions to knowledge networks and communities of practice.

●        Synthesis of lessons learnt and best practices in administration

● Master's Degree with 2 years of relevant experience in Administration, Finance, Human Resources, Logistics or Management, OR

● Bachelor's Degree with 4 years of relevant experience  in Administration, Finance, Human Resources, Logistics or Management                

● Relevant experience is defined as experience in Administration, Finance, HR, Logistics or Management

● Experience in the use of computers and office software products (MS Word, Excel and PowerPoint and Google Workspace products) and experience in handling web-based management systems is required.

● Fluent in French (read, write and speak) is required.

● Fluent in English (read, write and speak) is required.

Contract type: Local Individual Contractor's Agreement Contract level: Local ICA 9 (ICS 9) 
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

• Qualified female candidates are strongly encouraged to apply.
• 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.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• 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
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• 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.