Administrative and Facility Management Clerk

Background Information - Mali Programme

Mali is facing a problem of weapons and explosive hazard contamination, as a result of protracted and recent armed conflicts. The presence of explosive remnants of war (ERW), improvised explosive devices (IED) and insecure stockpiles of weapons and ammunition (obsolete, abandoned or neglected), poses a serious threat to civilians as well as to United Nations and humanitarian personnel operating in the country.

UNMAS deployed to Mali in January 2013 to conduct an emergency assessment of the situation with regard to explosive threats. In July 2013, the United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA) was established under Security Council resolution 2100 and is currently operating under Security Council resolution 2354 (2017). In accordance with these mandates, the United Nations Mine Action Service (UNMAS) has engaged UNOPS PSC to implement a mine action programme in Mali to:

• Improve the protection of civilians and facilitate humanitarian assistance;
• Enhance national capacity to mitigate explosive threats and enable compliance with international treaty obligations;
• Reduce the explosive threat to MINUSMA and United Nations personnel.

Under the overall supervision of the Support Services Officer, and the direct supervision of the Senior Administrative Associate, the incumbent will perform the duties listed below:  

1. Provide effective and timely clerical support to administrative unit:

• Assist and support Gao administrative personnel to receive, sort out, classify and prioritize travel requests from UNMAS Regional partners;
• Manage stationery supply, office equipment and inventory records of same;
• Undertaking assessment and requisition of supply needs for office;
• Collect and scan stamped MOP and boarding passes from all Mali north assigned personnel travelling upon they return;
• Ensure good record by scan/filling of these documents in the shared travel folders;

• Leading room allocations and settings with basic furniture, hygiene checking and function ability of AC units;
• Maintain a key and spare key register for accommodation and welfare units and keep spare keys safely locked in allocated key box;
• Ensure cleanliness of ablution units and liaise with MINUSMA cleaners Supervisor;
• Ensure cleanliness and maintenance requirements of UNMAS compound and liaise with MINUSMA cleaners Supervisor/MINUSMA Engineering unit;
• Ensure  provision of toilet paper and liquid soap in the ablutions units and liaise with MINUSMA cleaners Supervisor;
• Ensure cleanliness of the offices and liaise with MINUSMA cleaners Supervisor;
• Ensure timely collection of garbage from the premises and liaise with ECOLOG;
• Manage all UNMAS GAO visitors accommodation requests and liaise/correspond  with travellers;
• Ensure UNMAS visitor accommodations are ready before arrival of the visitors, including room cleaning, bedsheets setup, and all other minimum requirements;
• Maintain a room allocation register for guest/visitors, prepare welfare committee room bill and ensure room fee is collected in advance;
• Supervise and direct the work of welfare committee cleaners;
• Undertaking assessment and requisition of supply for welfare accommodation needs on premises.

a. Education

• Secondary School diploma with 3 years of relevant working experience is required.  

b. Work Experience

• Relevant experience is defined as experience in Administration, Facilities Management or any other relevant field.

c. Language

• Fluency in spoken and written French is required. Knowledge of basic English is highly desirable.

• Qualified female candidates are strongly encouraged to apply.
• This is a local position, and therefore only nationals of the duty station or candidates legally entitled to be employed in the duty station will be considered.
• Please note that the closing date is midnight Copenhagen time.
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  
• It is the policy of UNOPS to conduct background checks on all potential recruits/interns. 
• Recruitment/internship in UNOPS is contingent on the results of such checks.

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.