The United Nations Children’s Fund (UNICEF) in Mali wishes to recruit for the following position:
Title: Programme Assistant
Level: GS-5 (General Services)
Type of Appointment: Fixed Term
Duration: 1 year (Renewable)
Section: Coordination
Duty Station : Bamako
Date of issue : 07 Février 2012
Date of closure: 21 Février 2012
I. PURPOSE OF THE POST
Under the close supervision of the Deputy Representative, provide support in the Programme Coordination Unit.
II. MAJOR DUTIES AND RESPONSIBILITIES
– Arranges appointments and maintains supervisor’s calendar, receives visitors, places and screens telephone calls and answers queries with discretion.
– Arranges meetings, both internal and external, some involving high-ranking officials, and takes minutes and/or notes at meetings.
– Prepares informal translations and may act as interpreter.
– Takes notes on a variety of subject matters and transcribes, ensuring that spelling, punctuation and format are correct. Types correspondence, documents and reports, some of which are highly confidential. Drafts non-substantive
correspondence and ensures follow-up.
– Receives, screens, logs and routes correspondence, attaches necessary background information and maintains follow-up system.
– Undertakes specific administrative/operational tasks for programme activities and ensure appropriate filing and retrieval of documentation/correspondence in the section.
– Maintains policy, confidential and general files.
– Processes and examines information and data in accordance with instructions received, making necessary abstracts and computations.
– Keeps lists of names, addresses and telephone numbers of assistant ministers, relevant government officials and members of the diplomatic corps.
III. WORKING CONDITIONS
Post is normal office-based. Possible field trips to provide secretarial and administrative assistance in seminars and conferences.
IV. QUALIFICATIONS & COMPETENCIES
Education
Completion of secondary education. Specialized training in secretarial skills and/or office management preferred. Proven knowledge of modern office procedures: ability to operate Microsoft softwares (i.e. Word, Excel, PowerPoint) is essential. Thorough knowledge of modern procedures and working tools required as is knowledge of protocol.
Experience
Five (5) years of office experience, including record keeping and processing of information preferably in an international agency.
Language(s)
Fluency in French. English (at least reading, writing) required. Knowledge of local language desirable.
Other Competencies
Cove Values (Required)
Commitment ; diversity and Inclusion ; Integrity
Core Competencies (Required)
Communication; Working with People, Drive for Result.
Functional Competencies (Required)
High technical expertise in secretarial work;
Very good communication skills (verbal and written);
Capacity to clearly write routine documents in both French and English.
V. APPLICATION DOCUMENTS
The application letter, together with a detailed CV, a completed UN Personal History Form P-11 (available on Unicef’s website: https://www.malipages.comwww.unicef.org/about/employ/files/P11.doc) and Candidate Self-Assessment Form (https://www.malipages.com/unicef/candidature.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.