The United Nations Children’s Fund (UNICEF) in Mali wishes to recruit for the following position: 
Title:    Administrative assistant
Level:  GS-6 (General Services)
Type of Appointment:   Temporary
Duration:  364 days
Section:  Operations/Administration
Duty Station   : Bamako, Mali
Date of issue   :  01 October 2013
Date of closure:  11 October 2013
PURPOSE OF THE POST
Under the general supervision of the Administrative Officer, the incumbent is accountable for delivery of efficient and cost effective administrative support functions in the area of Property Management of administrative supplies, office furniture and equipment, vehicles and other assets, which may include supervision of clerical and administrative staff engaged in this field of work.
MAJOR DUTIES AND RESPONSIBILITIES
Inventories acquired property items with the assigned inventory numbers by affixing metallic tags or other devices in use; compiles appropriate information on newly acquired property items in an Excel sheet and submits to supervisor for review and to the data entry assistant for recording it in the Lotus Notes NEP database or other assets management software in use; assists in delivering property items to the end-users in the country office and sub-offices and in installing them. Assists in the valuation of property items as needed.
Obtains regular updates on the procurement the administrative supplies, furniture and equipment, vehicles and other assets with Supply and Logistics Unit staff and share them information with supervisors and concerned Admin Unit staff; takes receipt of property items from warehouse staff, verifies them for conformity with the purchase order and inspects them for damage, correctness and completeness.
Assists the supervisor in assessing office needs for administrative supplies, furniture and equipment, vehicles and other assets; in analyzing needs and cost effectiveness and in selecting quality items that are efficient, cost effective and conform to UNICEF standards and guidelines.
Participates in the review of requests for administrative supplies, furniture & equipment, vehicles and other assets to ensure that requirements are properly specified and justified; and in the selection of the appropriate acquisition method i.e. lease, rental, purchase (local, direct ordering or offshore).
Assists in monitoring the movement of property items in the office, in controlling their proper utilization, in providing timely appropriate information for updating inventory records; arranges for control of distribution of property items and maintenance of appropriate inventory records.
Assists supervisor in finalizing Property Survey Board submissions, preparing minutes of meetings and in executing PSB recommendations approved by the Head of Office. Serves as ex-officiomember to the Property Survey Board as needed.
Assists in the preparation of office budgets applicable to administrative supplies, furniture and equipment, vehicles and other assets and maintenance and servicing costs, and in maintaining necessary budgetary control records.
Advises and assists other staff in the area of office Property Management. Provides interpretation of administrative rules, regulations and procedures. Arranges for and/or attends meetings on day-to-day administrative matters; participates in discussions of new or revised procedures and practices in the area of Property Management; interprets and assesses the impact of changes; and makes recommendations for follow-up 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 area of Property Management.
WORKING CONDITIONS
Post is office-based, with occasional travel to the zonal offices to administrative support functions in the area of Property Management.
QUALIFICATIONS & COMPETENCIES
Education         
Completion of Secondary School Education. High School Diploma, and training in business courses, office management, other relevant disciplines. Training in administrative field, property and asset management is desirable.
Experience        
Six years of progressively responsible clerical and administrative work. with practical experience in accounting, financial property and asset management, or budget work, including on the job training in accounting and financial procedures and systems. Knowledge and skills in using corporate financial systems as well as standard office computer applications.
Language(s)      
Fluency in French and good working knowledge of English required.
Very good knowledge of one or more local language 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
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.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.