Administrative And Financial Assistant

Organizational Context

The United Nations Department of Safety and Security (UNDSS) in Mali operates to provide security for UN personnel and operations. It manages a significant budget and an administrative team of 62 staff across multiple locations. This role supports the financial and administrative management of UNDSS Mali's operations, contributing to resource mobilization and coordination efforts.

Job Purpose

The Administrative and Financial Assistant supports the effective functioning of UNDSS Mali's security operations. This role is crucial for managing financial commitments and administrative tasks, ensuring compliance with UN procedures. The position contributes to the coordination of security information, resource mobilization, and the implementation of adequate security measures. By providing essential financial and administrative support, the assistant helps facilitate the activities and missions of the UN in Mali, ensuring smooth office operations and asset management.

Responsibilities

The role involves comprehensive financial management support, including advising on financial matters, preparing purchase orders in Quantum, tracking contributions, monitoring expenditures against budgets, and liaising with UNDP for budget execution reports. It also includes analyzing budget variances and reviewing contractor invoices. Administrative support encompasses ensuring efficient office operations, managing office maintenance and assets, maintaining official documents, and assisting with logistics for training, meetings, travel, and shipments. The position requires liaison with UNDP administration and common services, participation in relevant meetings, and maintaining records of MOUs. Knowledge management and learning are also key aspects, fostering a learning environment and completing other assigned tasks.

Work Experience

A minimum of 5 years of experience is required with a secondary education, or 2 years of experience with a Bachelor's degree. Experience should be in administrative and financial management. Practical experience with financial and administrative management systems, record keeping, and IT tools is essential.

Skills

Key skills include: Budget Management, Event Management (including retreats, training, meetings), General Accounting, Project Management, Results-Oriented Management, Document and Records Management, and understanding of Financial and Management Accounting concepts. Proficiency in MS Word, Excel, PowerPoint, and Outlook is also required. Experience with UNDP platforms (Atlas, Quantum) and UN procurement is desirable.

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