The United Nations Children’s Fund (UNICEF) in Mali, wishes to recruit a candidate to fill the following vacancy: Title Administrative Assistant
Level: GS 5 (General Service Category of the UN System)
Type of Appointment: Temporary Fixed Term
Duration: Initially 12 months
Section: Operations, Administrative Unit
Dutv Station Bamako
Date of issue: 24 May 2006
Date of closure: 31 May 2006
I. PURPOSE OF THE POST
Under the general supervision of the head of Operations and the direct supervision of the Administrative Officer, the incumbent performs administrative support functions, which include transportation, physical inventory of equipment, maintenance of premises and equipment and supervision of clerical staff.
II. MAJOR DUTIES AND RESPONSIBILITIES
– Advises and assists staff in the area of office management. Arranges for and/or attends meetings on day-to-day administrative matters; participates in discussions of new or revised procedures and practices; interprets and assesses the impact of changes; and makes recommendations for followup actions.
– Prepares, on own initiative, correspondence, reports, evaluations and justifications, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility.
– Assists in the preparation of office budgets applicable to staff and servicing costs, and maintains necessary budgetary control records.
– In addition to general administration responsibilities, may also supervise directly or indirectly, activities concerned with office and grounds maintenance, security, transport and similar services.
– Requisitions office supplies and equipment locally and abroad, and arranges for control of distribution and maintenance of appropriate inventory records
– Prepare the physical inventory of office assets ( materiel and equipment) and register in the new software
– Maintain record an management of office fleet
– Provides interpretation of administrative rules, regulations and procedures.
– Performs other duties, as required.
III. QUALIFICATIONS & COMPETENCIES
1.) Education : Completion of secondary education or equivalent, supplemented by courses in Finance and/or accounting, business administration. University level might be an asset.
2.) Experience: Five years of progressively responsible work in administration with specialized experience in purchasing a variety of materials, services and equipment. Experience in an international organization is an asset.
3.) Language(s) : Fluency in French, and working knowledge of English is required. Good knowledge of the local language is also required.
4.) Other Competencies:
. Knowledge of the latest developments and technology in related fields;
. Analytical, negotiating and communication skills;
. Supervisory and managerial skills;
. Computer skills, including internet navigation and various office applications;
. Demonstrated ability to work in a multi-cultural environment and establish harmonious and effective working relationships, both within and outside the organization;
. Ability to express ideas and concepts clearly and concisely in written and oral form;
. Good level of computer literacy systems and applications, Microsoft package word, Excel, PowerPoint etc.);
. Good judgment, initiative, high sense of responsibility, organizational and analytical skills.
IV. APPLICATION DOCUMENTS
The application letter, together with the following documents should be addressed to the Operations Officer, UNICEF, P. O. Box 96, Bamako in a sealed envelope, marked « Application for the post of Administrative Assistant ».
– A detailed CV;
– Legalized photocopies of degrees, diploma and certificates;
– A completed UN Personal History Form (P11 form available at the UNICEF Reception Desk).
The application letter may also be delivered in person to the UNICEF Reception Desk, Niamakoro, Route de l’aeroport, Bamako, and a registration receipt should be obtained.
Only short listed candidates will be contacted.
UNICEF is a non smoking environment.