Purpose and Scope of Assignment
Under the direct supervision of the Support Services Assistant (SSA), Gao, the Support Services Assistant is responsible for the transparent and efficient provision of support services to the Regional Area Offices of UNMAS Mali, including administration, travel, HR and finance. The functional responsibilities include:
Administration and Travel
- Assist in the organization of meetings, conferences, visits etc;
- Assist in all domestic and international bookings including; checking Travel Authorisations and Travel Expense Claims, travel registration, assistance with Visa requirements, flight and hotel bookings and movement of personal freight. Register each activity on the Travel Register in accordance with Standard Operating Procedures (SOP);
- Conduct filing on Box Online Server in accordance with SOP with respect to all HR, travel and finance documents;
Human Resources
- Assist in the provision of a wide-range of HR services related to provision of HR Advice, monitoring of leave, monitoring Rest and Recreation entitlements, managing Identity Cards, induction and separations and other HR related issues;
- Monitor Attendance Record Cards and ensure they are correct and submitted on a monthly basis;
- Prepare and submit on a regular basis information for the monthly batch payroll for Rest and Recreation and Danger Pay;
Finance
- Create supplier profiles in oneUNOPS and maintain the UNMAS Mali supplier data base for region;
- Manage petty cash account including correct security of money, issue of money only for authorised activities, correct filing of receipts, maintenance of Petty Cash ledger, monthly reconciliation and request for replenishments;
- Proper control of the supporting documents for payments and financial reports for projects; preparation of vouchers for projects; PO vouchers; Pay Cycle and payment execution
- Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers
- Assist in the presentation of information on the status of financial resources as required
- Run remittance cycle and Creation of Remittance Advices to be sent to the bank
- Identify and record receipts for income application
- Timely and accurate preparation of bank reconciliations
- Initiate bank transfers and deals in Enterprise system
- Perform any other duties as required.
Qualifications and Experience
Education
- Bachelor’s Degree or equivalent in Human Resources, Administration or similar field with a minimum of one (1) years of relevant experience;
- or Secondary School/high school diploma with a minimum of five (5) years of relevant experience.
Work Experience
- Relevant experience is defined as experience in Finance, Human Resources or Administration.
- One (1) year of experience in travel management is required
Language
- Fluent written and spoken French is required.
- Intermediate written and spoken English is required.
More Information
- Job City Gao
