Jobs - 34921- Assistant Administratif/ Administrative Asssistant

Assistant Administratif/ Administrative Asssistant

Location :

Bamako, MALI

Type of Contract :

FTA Local

Starting Date :

01-Mar-2013

Application Deadline :

30-Jan-13 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

Languages Required :

French

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Under the general supervision of the responsible officer, working closely with others, the incumbent provides secretarial and administrative support, and is assigned part of or all the following duties and responsibilities:

Secretarial
Contracts
Personnel-related issues
Organization of meetings
General Administration

Internal

Staff at all levels in the country
Teams, divisions and departments throughout UNAIDS, including RSTs

Purpose

To give, obtain and exchange information on and coordinate financial and administrative matters. Guidance, administrative oversight and daily collaboration. Teamwork
To coordinate activities, exchange information and ensure adherence to UNAIDS processes and quality delivery by the team, to exchange information and coordinate the organization of meetings Teamwork

External

Officials representing Cosponsors, UN and Agencies, partner institutions
Meeting participants
Service providers, consultants, contractors

Purpose

Within the delegated authority, to give and obtain information.
To exchange information and coordinate meetings related issues; to provide secretarial support during meetings
To follow-up on deliverables and reports

Duties and Responsibilities

Secretarial: Screen incoming calls, emails, and correspondence and handle telephone queries, taking appropriate action, drafting and finalizing correspondence based on instructions or on own initiative; proof-reading and editing, for grammar and style, correspondence and documents before signatures; designing and/or drafting presentations in PowerPoint; managing the supervisor’s calendar, including setting up of meetings and appointments, preparing files with background materials; and ensuring coverage arrangements in the absence of supervisor.

Contracts: Prepare or oversee the preparation of, and manage the division/team contracts and agreements ensuring conformity with UNAIDS administrative rules and procedures, as well as tracking deliverables and payments.

Personnel-related issues: Monitor the contractual status of staff, drawing to the attention of the supervisor in a timely manner contract ending dates; initiate extensions where necessary; monitor due dates of performance evaluation reports, and coordinate travel and leave calendar.

Organization of meetings: Manage the planning of meetings organized or supported by office, as well as regular divisional/team meetings, including but not limited to drawing up agendas and preparing background files, drafting minutes and note for the record; organize conference calls and video conferences.

General Administration: Participate in the harmonisation of administrative and management systems within the office/team, sharing experiences and lessons learnt with others; developing and maintaining a comprehensive filing system; coordinating quarterly travel plans; and handling all aspects of travel arrangements for the supervisor and other staff/consultants.

Perform other related duties as assigned, including replacing and backstopping for others as required

Competencies

FUNCTIONAL/TECHNICAL KNOWLEDGE/SKILLS

Demonstrated knowledge and skills with office software.
Sound knowledge of UN secretarial and administrative rules, regulations, procedures and practices.

UNAIDS Values

Commitment to the AIDS response
Integrity
Respect for diversity

Core competencies

Working in teams
Communicating with impact
Applying expertise
Delivering results
Driving change and innovation
Being accountable

Required Skills and Experience

EDUCATION

Completion of secondary school, complemented by secretarial training, including training in ICDL (International Computer Driving Licence) Core Certification
Desirable: Higher education.

EXPERIENCE

A minimum of five to seven years’ experience in secretarial positions, including experience in dealing with administrative issues, and some experience in UNAIDS or WHO, including knowledge of its rules and procedures.
Desirable: Experience in the UN System and in the use of system such as ERP.

LANGUAGES

Excellent knowledge of the official language of the duty station together with that of the local language (where the local language is not an official language).
Desirable: Knowledge of another UN official language