Administrative Officer

The United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA) was established by Security Council resolution 2100 of 25 April 2013 to support political processes in the country and to carry out a number of security-related tasks. The Mission has been asked to support the transitional authorities of Mali in the stabilization of the country and implementation of the transitional roadmap, focusing on major population centers and lines of communication, protecting civilians, human rights monitoring, the creation of conditions for the provision of humanitarian assistance and the return of displaced persons, the extension of State authority and the preparation of free, inclusive and peaceful elections. (http://www.un.org/en/peacekeeping/missions/minusma).

Context

• Effective liaison of the O/RAO with the different Units/Teams in the Gao Regional Office.
• Efficient coordination of logistics of representational and official visits to Gao.
• Timely and efficient follow up on major project and action points for the MSD Section.
• Production of Standard Operating Procedures (SOPs), guidelines, reports to facilitate operations according to UN regulations and practices.
• Written outputs from O/RAO are produced timely, accurately and are of a high-quality standard.
• Concise, accurate minutes of meetings, translations and interpretation services that enable the RAO to make decisions and keep track of issues.
• The Administrative Assistant in O/RAO receives appropriate guidance to perform duties.
• Ensure issues and problems addressed to O/RAO are dealt with effectively in a timely manner.
• Travel, meetings, hospitality events and conferences are well coordinated and with the required resources in place.

Task Description

Under the delegated authority of the Regional Senior Administrative Officer, the UN Volunteer will undertake the following tasks:

• Oversee the general administration of the Office of the Regional Senior Administrative Officer (RAO).
• Support the RAO in enhancing mission support delivery to all components of the UN Gao Regional Office, including the identification of any gaps in support provision to UN uniformed and programmatic sections and propose project delivery and process improvements.
• Support the planning, organization and management by the Joint Mission Support Center (JMSC) of the logistics of representational and official visits of delegations to Gao, acting as coordinator of the different pillars (Aviation, FMU, Security, Transport, Welfare, Supply, JMSC, MOVCON, etc).
• Support the planning, organization and oversight of Staff Welfare activities by the Gao Welfare & Recreation Committee (WRC) and the Gao Welfare Unit.
• Attend meetings on behalf of the RAO when necessary. Take and produce minutes of meetings and coordinate the use of English/French translation and interpretation services, as and when required.
• Schedule meetings and conferences; organize appointments, video teleconferences and town hall styled meetings.
• Assist in the creation and/or updating of standard operating procedures (SOPs), guidelines, reports and a wide range of correspondence on regional administrative issues.
• Produce and disseminate correspondence memos, circulars/broadcasts, letters, faxes and emails.
• Draft reports, prepare presentations and/or talking points for the RAO as and when required, analyze mission and sector operational information and data received and assist the regular distribution of information.
• Research, analyze and present administrative information at the regional level, gathered from diverse sources.
• Conduct periodic cash counts to ensure transparency and oversight over the Imprest and Welfare accounts;
• Keep the RAO informed of matters requiring his attention.
• Manage the contact database for the office and update records regularly.
• Develop appropriate filing systems for the office and maintain the records regularly.
• Arrange travel, movement of personnel processes, keep attendance and schedule leave of staff members. Manage sick and emergency leave requests for staff members.
• Perform any other office administration tasks and related activity, as deemed appropriate by the RAO.