Administrative Assistant

The Administrative Assistant supports the UN Resident Coordination Office in Bamako by managing human resources, budget and finance, general administration, and contract administration tasks. The role involves coordinating administrative functions, assisting with budget preparation, and providing support to the UN Operations Management Team.

Responsibilities

• Initiates, reviews, processes and follows-up on actions related to the administration of the unit's human resource activities, ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff regarding entitlements, administrative procedures, and Staff Rules and Regulations.
• Oversees the maintenance of vacancy announcement files and tracks status of vacancy announcements.
• Monitors staffing table and prepares relevant statistical data/charts.
• Assists in the preparation and review of financial and human resource proposals/requirements.
• Consolidates budget/work programme with respect to Headquarters' budget, trust funds, grants and procurement.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists managers in elaboration of resource requirements for budget submissions.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances.
• Prepares or customizes financial reports from IMIS system generated reports.
• Coordinates with other finance and budget staff during preparation of budget reports.
• Drafts routine correspondence to respond to enquiries in administrative, financial audit, personnel matters.
• Coordinates extensively with service units and liaises frequently with internal team members at Headquarters and in the field.
• Performs other related administrative duties such as operational travel programme, monitoring accounts and payments, physical space planning, office technology needs, organizing seminars and conferences.
• May guide, train, and supervise more junior General Service staff.
• Assists with collection and analysis of data and preparation of data presentations and reports for information sharing and decision-making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Functions as secretariat for the UN Operations Management Team.
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits contractors' invoices against goods and services provided and approved by the UN.
• Processes payment of contractors' invoices and monitors payments.
• Prepares and processes all UN forms and permissions for contractual and work Unit staff, including passes and access permissions.
• Performs other relevant duties as assigned.

Requirements

• Completion of High school diploma or equivalent is required.
• Additional certification in any of the following areas: administrative services, finance, accounting, audit, human resources or related area is desirable.
• A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.
• The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree.
• Work experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar is required.
• Work experience with the United Nations or similar international organization is desirable.
• Work experience of one (1) year or more in data analytics or related area, is desirable.
• Experience performing similar administrative and executive support functions is required.

Skills

• Administrative Services
• Finance Management
• Accounting
• Audit
• Human Resources Management
• Enterprise Resource Planning
• Umoja
• Data Analytics
• Budget Preparation
• Contract Administration
• Executive Support
• General Administration

Languages

English, French