Administrative & Financial Assistant Vacancy-Job Ref: JKMLUNDP/2907/202631

Administrative & Financial Assistant Vacancy-Job Ref: JKMLUNDP/2907/202631

Bamako (Mali)

Job Description

Background

As part of its security operations provided to all UN personnel and operations, UNDSS manages a Local Cost Security Shared Budget of over one million dollars in addition to the admirable management of a team of 62 staff based in Bamako and in seven other field offices, UNDSS employs an Admin and Finance staff to monitor files related to the management of its financial and administrative commitments.

As a United Nations department for safety and security, UNDSS Mali is committed to coordinating and mobilizing resources to facilitate UN activities and missions. This coordination involves the host country authorities, national and international organizations, and the security services of diplomatic and partner corps. Regular meetings organized by UNDSS facilitate the sharing of security information, enabling the updating of security plans and the implementation of appropriate security measures as needed.

Duties and Responsibilities

The staff operates under the delegated authority and direct supervision of DSA, the Assistant is responsible for the following tasks.

1. Financial Management Support

Advise the CSA and the DSA on all financial matters.
Prepare purchase order requests (POs) and submit them in the Quantum system.
Track the payment of contributions from the AFPs to the LCSSB and allocate the funds to the budget lines.
Monitor expenses and compare them with the approved budget (using an internal Excel spreadsheet).
Liaise with UNDP for budget execution reports and ensure that Quantum figures reflect ASL and LCSSB budget constraints and expenditures.
Analyze the gap between approved budgets and actual expenditures.
Examine the contractors’ invoices in relation to the goods and services provided.

2. Support for the management of UNDSS administrative tasks:

Supporting the efficient operation of offices (capital and field).
Provide support for office maintenance and asset management.
Assume responsibility for all official documents (electronic and paper copies).
Assist with administrative support for training, meetings, travel and tickets, as well as hotel bookings.
Provide administrative support for shipping and customs clearance.
Maintain daily logs of vehicle maintenance and insurance.
To ensure the service and monitoring of vehicle fuel.
Ensure that purchases are handed over to the UNDP logistics focal point
Maintain a register of UNDSS MOUs with sister UN agencies.

3. Liaise with the UNDP administration, common services and the UNWTO:

Participate in meetings dedicated to monitoring financial and administrative matters concerning the staff of the United Nations Department of Security and Safety Affairs (UNDSS). Monitor the payment of contributions from AFPs to the LCSSB.
Participate in UNWTO meetings and follow up on decisions taken to ensure compliance with established procedures.

4. Knowledge management and learning:

Stimulates a learning environment through leadership and example, as well as knowledge management.

The post holder performs other tasks within his functional profile deemed necessary for the proper functioning of the Office and the Organization.

Competencies

Mandatory

Getting results:

LEVEL 1: Plans and supervises their own work, pays attention to detail, and delivers quality work on time.

Thinking innovatively:

LEVEL 1: Open to creative ideas/known risks, solves problems pragmatically, makes improvements

Continuous learning:

LEVEL 1: Open-minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapting with agility:

LEVEL 1: Adapts to change, manages ambiguity/uncertainty constructively, demonstrates flexibility.

Act with determination:

LEVEL 1: Demonstrates enthusiasm and motivation, able to remain calm in the face of adversity, confident.

Commit and collaborate:

LEVEL 1: Demonstrates compassion/understanding towards others, establishes positive relationships.

Promoting diversity and inclusion:

LEVEL 1: Appreciates/respects differences, is aware of unconscious biases, fights discrimination

Cross-cutting and technical skills (insert up to 7 skills)

Thematic area

Name

Definition

Finance

Budget management

Ability to handle the budgetary aspects of the work planning process, and to establish and manage team budgets.

Administration and operations

Event management (including retreats, training sessions and meetings)

Ability to manage events, including venue research, accommodation, logistics, catering, transportation, disbursements, etc.

Finance

Accounting (general)

Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and the ability to apply them to strategic and/or practical situations.

Business management

Project management

Ability to plan, organize, prioritize, and control resources, procedures, and protocols to achieve specific objectives

Business management

Results-oriented management

Ability to manage programs and projects with an emphasis on performance improvement and results demonstration

Business management

Document and archive management

Comprehensive document management (paper or electronic); registration and retention policy, including storage and archiving

Audits and investigations –

Generalities

Key concepts in financial and management accounting and finance

Key concepts and principles of financial accounting, interpretation of financial analysis, management accounting, etc.

Required Skills and Experience

Education:

Secondary education is required. Where.

A University Diploma (Bachelor’s degree) in one of the following fields: financial management, project management, accounting or any other related field will be duly considered but not a requirement.

Experience:

Have a minimum of 5 years of experience (with a high school diploma) or 2 years of experience (with a Bachelor’s degree) in administrative and financial management;

Required skills:

Practical experience of the financial and administrative management system;
Filing and archiving of records;
Proficiency in computer tools (MS Word, Excel, PowerPoint, Outlook, etc.);
Desired skills in addition to the competencies covered in the Competencies section:

Experience in using UNDP management platforms is a considerable asset (Atlas, Quantum, etc.).
Practical experience in the field of Procurement within the United Nations system;
Practical experience in purchasing services and allocation of budget funds;
Experience in using web-based management systems and databases.

Required Language(s):

Fluency in spoken and written French is required
Knowledge of English will be considered an asset

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