The United Nations Children’s Fund (UNICEF) in Mali wishes to recruit for the following position:
Title: ADMINISTRATIVE OFFICER
Level: NO2 (National Officers)
Type of Appointment: Fixed Term
Duration: 1 year (Renewable)
Section: Operations/Administration
Duty Station : Bamako
Date of issue : 24 Novembre 2011
Date of closure: 09 Décembre 2011
I. PURPOSE OF THE POST
Under the close supervision of the Chief of Operations and as focal point of administrative management services in Mali Country Office, the incumbent is accountable for delivery of efficient and cost effective administrative support services, providing guidance for operations of administrative support services and management of administrative staff. Ensures the Country Office’s administrative operations and services are in compliance with the organization’s administrative policy, procedures, rules and regulations.
II. MAJOR DUTIES AND RESPONSIBILITIES
Within the context of a large-sized office with a total programme throughput of $47_million, responsible for the timely, efficient and appropriate delivery of administrative services as well as maintenance of premises, office equipment and supplies, as follows:
1. Policy, procedures and strategies
As functional focal point, accountable for the correct and consistent application of policies and procedures in the assigned administrative functions through the provision of guidance and support to the country office and the suboffices.
Contributes to strategic planning and monitoring of administrative matters at country office and sub-offices as necessary. Provides practical input on implementation of administrative guidelines, in close coordination with the head of office, operation staff and supervisor.
Supports supervisor and the head of the office, and updates staff on administrative policies, procedures, rules and regulation. Implements the appropriate application and interpretation of administrative rules, regulations, policies and procedures. Briefs and assists arriving and departing staff on basic administrative procedures and requirements.
Makes specific recommendations on the improvement of systems and internal controls, planning, restructuring and resolution of sensitive issues, taking into account the prevailing conditions in the locality.
Keeps supervisor abreast of potential problem areas, and identifies and recommends solutions. Prepares reports on administrative matters as required.
Provides administrative support and services to sub-offices and out-postings, where applicable, including preparation and funding of service contracts, preparations of PGMs for all administrative supplies and guidance on administrative procedures. /Undertakes field missions to Sub office locations to review administrative arrangements and makes appropriate recommendations where applicable.
2. Budget management
Monitors the budget in close coordination with supervisor to ensure that objectives stipulated early in the fiscal year are realized for smooth operations of the country office including sub-offices.
Recommends and prepares estimates on office premises, supplies and equipment requirements for budget preparation purposes. Assists zone offices in the establishment and maintenance of administrative services. Prepares, monitors and controls the administrative budget.
3.Administrative support and services
Undertakes delivery and improvement in administrative support and office services including space management, transport services, vehicle use and maintenance, equipment, conference and travel arrangements, document reproduction, communications, mail and delivery services, local procurement and bill payments of utilities.
Ensures the timely and cost-effective provision of basic office services including space management, equipment, communications and security to enhance staff safety and productivity.
Supports the Inter-Agency Operations Management Team’s approaches for enhancing UN common services to attain efficiencies and effectiveness.
Helps negotiate and administer matters relating to office premises, utilities and services with vendors and agencies.
4. Property management
Supports property management of administrative supplies, office equipment and vehicles, updating inventory of items, serving as ex-officio member to the Property Survey Board where applicable. Assists supervisor in Property Survey Board submissions, preparing minutes of meetings. Assists supervisor in executing PSB recommendations approved by the Head of Office.
Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
5. Contract arrangement and control
Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.
Participates in the review of the contractual arrangements related to administrative support (i.e. courier, premises maintenance, ancillary administrative support, vehicle maintenance, equipment maintenance etc.) to ensure that the terms and conditions of all contracts are being adhered to by providers of services. Proposes to supervisor any changes that may be required.
Monitors payments against contractual obligations.
6. Staff learning and development
Collaborates on the development of training activities to ensure effective performance in administrative services management. Implements effective staff learning and development programme activities for capacity building. Helps organize workshops for staff’s competency building, and staff learning and development.
7. Partnership, coordination and collaboration
As required, under direction of the supervisor, collaborates with other agencies, local authorities and implementing partners on administrative matters including information exchange and harmonization.
III. WORKING CONDITIONS
Post is office-based, with periodic visits to sub-offices to review administrative arrangements, as required.
IV. QUALIFICATIONS & COMPETENCIES
Education
University degree in Business Administration, business management, administration, finance, Management or any other relevant field of discipline.
Experience
Two years of relevant professional work experience in general office management or administration, especially in the areas of transportation management, travel, customs and protocol arrangements, or in finance, accounting, ICT, human resources, supply or any other relevant function. Experience in an international organization is desirable.
Language(s)
Fluency in French and good working knowledge of English required.
Knowledge of the local working language of the duty station is an asset.
Other Competencies
Cove Values (Required)
Commitment ; diversity and Inclusion ; Integrity
Core Competencies (Required)
Communication; Working with People, Drive for Result.
Functional Competencies (Required)
Applying Technical Expertise, Following Instructions and Procedures, Planning and Organizing
V.APPLICATION DOCUMENTS
The application letter, together with a detailed CV and a completed UN Personal History Form P-11 (available on UNICEF’s website: (https://www.malipages.comwww.unicef.org/about/employ/files/P11.doc) should be sent by mail to Mali_Recruitment@unicef.org
Only short listed candidates will be contacted.
UNICEF is a non-smoking environment.
Applications from qualified female candidates are encouraged.
Staff members and candidates with disabilities are considered on an equal basis with other staff members and candidates in the provision of access to equal employment opportunities, equal remuneration for work of equal value, and a safe and healthy working environment that is free from harassment and offers redress for grievances.