Administrative Associate

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale. 

Peace and Security Centre

The UNOPS Peace and Security Centre (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. The Centre is responsible to administer, provide support and oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations. It is headed by the Centre Director who has the overall authority and accountability for the performance of the Peace and Security Centre on behalf of its clients.

Background Information – Mali Programme

There is a problem of weapons and explosive contamination in Mali, following historical and recent conflict. There is clear evidence of the presence of landmines, unexploded ordnance (UXO), improvised explosive devices (IED) and insecure stockpiles of weapons and ammunition (abandoned or neglected). There were more than 130 recorded victims of UXO since 2012.

The United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA) was established under Security Council Resolution 2100 and the mandate further developed under resolution 2164, 2227 and 2295. In accordance with these mandates, the United Nations Mine Action Service (UNMAS) has engaged UNOPS to implement a mine action Programme in Mali.

The UNMAS-UNOPS mine action Programme is seeking to:

• Reduce the explosive threat to AFISMA/MINUSMA and United Nations personnel;
• Enhance national capacity to mitigate explosive threats;
• Improve the protection of civilians.

• Implementation of operational strategies;
• Efficient administrative support;
• Coordination of registry and receptionist functions;
• Support to knowledge building and knowledge sharing.

• Full compliance of administrative activities with UNOPS rules, regulations, policies and strategies.
• Supports UNOPS administrative business process and mapping as well as elaboration and implementation of the internal standard operating procedures (SOPs).

• Effective supervision of the operations of the administration and travel team, ensuring high levels of customer service and conformity with relevant procedures;
• 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 entitlement, providing international ticket option 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;
• Coordination with UNMAS Mali regional offices administration and support personnel to ensure consistent level of administration support in all areas;
• Responsible for ensuring all travel is registered on UNOPS travel registration tool;
• Responsible for ensuring the UNMAS Mali travel tracking tool remains up to date and travel processing is completed within required time-frames;
• Process purchase orders and request for payments on UNOPS for travel and other administrative expenses;
• Responsible for ensuring the templates are update to reflect current daily subsistence allowance amount and operational rates of exchange;
• Assist with the preparation of reports, travel plans, statistical charts and tables related to administration. This includes, but is not limited to: quarterly international travel plan and UNOPS Greenhouse gas travel report;
• Drafting correspondence and internal directives relating to administrative matters.

• Provision of efficient general reception and information service;
• Provision of reliable registry services and filling ;
• Monitors front office activities and supervise the respective receptionists.

• Guidance and training of 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;
• Conduct proactive performance management of supervised personnel;
• Provision of advise to HoSS and Management on administration operations and practices;
• Others duties as required by the head of section and the Head of Support Services.

Planning and Organizing - Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Communication - Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed.

Teamwork - Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

• Bachelor's degree or equivalent in Administration, Management or similar field is required;
• Secondary school (high school) diploma with additional four (4) years may be accepted in lieu of the bachelor degree.

• At least three (3) years of relevant experience in administrative management is required;
• At least two (2) years of experience in supervisory role is required;
• At least one (1) year experience in electronic travel and payment processing system is required;
• Experience working with UNOPS is desired;
• Certification in Administration is desired.

• Fluency in reading, writing and speaking English is required; 
• Fluency in reading, writing and speaking  French is required;
• Knowledge of other UN Working language desirable.