Application Deadline: 30 Jan 2013
Starting Date: 1 Mar 2013(expected date to start the Assignment)
UNDP is hiring Professionals for the Position of Assistant Administrative/ Administrative Assistant (Post Level GS-5) in Bamako, Mali. It may be noted that this is a contract based job. Only the candidates with Fluency and good working knowledge of French are eligible for this position.
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 harmonization 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.
Qualifications and Experience:
- Completion of secondary school, complemented by secretarial training, including training in ICDL (International Computer Driving License) Core Certification
- Desirable: Higher education.
- 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.
For more info please visit this link.
