Summary of Key Functions:
•Implementation of operational strategies
•Efficient administrative support
•Coordination of Registry and Receptionist functions •Support to knowledge building and knowledge sharing
Ensures implementation of operational strategies, focusing on achievement of the following results: •Full compliance of administrative activities with UNOPS rules, regulations, policies and strategies. •Support UNOPS administrative business process review and mapping as well as elaboration and implementation of the internal standard operating procedures (SOPs).
Ensures efficient administrative support, focusing on achievement of the following results: •Maintain a standard of advice and support to clients for administrative functions.
•Coordinate the administration of national and international travel arrangements including; provision of advice on visa and entry formalities, provision of advice on airline stopover policies, provision of advice on travel entitlements, international ticket options and national travel schedules, provision of advice on security restrictions and requirements, review of travel documents, registering of travel, booking of travel, processing travel entitlement payments.
•Coordinate with UNMAS Mali regional offices administration and support personnel to ensure consistent level of administration support in all areas.
•Ensure all travel is registered on UNOPS Travel Registration Tool.
•Ensure UNMAS Mali Travel Tracking Tool remains up to date and travel processing is completed within required timeframes.
•Process Purchase Orders and Request for Payments in oneUNOPS for travel and other administrative expenses;
•Ensure travel templates are updated to reflect current Daily Subsistence Allowance amounts and operational rates of exchange.
•Assist with the preparation of reports, travel plans, statistical charts and tables related to administration, including Quarterly International Travel Plan and UNOPS Greenhouse Gas Travel Report.
•Draft correspondence and internal directives relating to administrative matters.
Coordinates implementation of Registry and Receptionist functions, focusing on achievement of the following results:
•Provision of efficient general reception and information services.
•Provision of reliable registry services and filing.
•Monitoring of front office activities and supervision of the respective receptionist.
Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:
•Guidance and training personnel engaged in the administrative and reception services. •Implementation and monitoring of administration quality management and implement corrective action where standards are not being maintained.
•Other duties as required by the Head of Section and the Head of Support Services.
Education/Experience/Language requirements
Education and relevant years of experience:
•An Advanced University Degree (Master’s degree or equivalent) with one year of relevant experience;OR
•A First-level University Degree (Bachelor’s Degree or equivalent) with three years of relevant experience; OR
•A Secondary School Diploma (High School or equivalent) with seven years of relevant experience is required.
Work Experience:
•Relevant experience is defined as experience in administration, management, travel or related roles.
•Within relevant experience, one year in travel management required.
Languages:
•Fluency in English and French (Read, Write and Speak) is required.
•Knowledge of other UN working language is desired.
More Information
- Job City Bamako