This position is open to Malians Nationals Only.

BACKGROUND

The Office for the Coordination of Humanitarian Affairs (OCHA) is a department of the United Nations Secretariat. Its mission is to mobilize and coordinate humanitarian action effectively in partnership with national and international actors, so as to alleviate human suffering, advocate for the rights of populations in need, promote preparedness and prevention of disasters and facilitate the establishment of durable solutions.

The Administration and Logistics Section provides support to OCHA Mali in terms of policies, procedures and processes at the country-office level in the management of human resources, budget and finance, procurement and contracts, facilities and property management, travel and transportation, and security. It works closely with the Information and Communication Technology Team on ICT issues and liaises with the UNCT clinic on medical issues.

KEY DUTIES AND RESPONSABILITIES

The Administrative and Logistics Officer under the supervision of the Administrative & Finance officer provides general administrative and logistical support services to help ensure the smooth running of the country Office and the fulfillment of its mandate. key functions pertain to:

Logistics and movements management:

• Provide logistics support to air and land movements in the area.
• Draft and coordinates logistics reports, plans and other documents supporting the implementation of logistics operations.
• Draft and coordinates inputs to logistics reports, presentations, briefing notes, and other information documents required by the management.
• Liaise and coordinate logistics support with other outside partners, mainly with UNHAS for domestic flights.

Fleet and Fuel management:

• Ensure vehicles are constantly maintained in good condition to respond at any time to the need for movement/operation;
• Ensure that fuel usage by vehicles, generators, locations are monitored and reports any discrepancy / anomaly or inconsistence of fuel consumption to the Head of Unit; puts in place control mechanism;
• Ensure that self-developed electronic systems are maintained to the highest possible standards and monitors the offices’ fuel consumption and stock holdings
• Serve as main focal point for UNDP protocol for all relevant vehicle documents and insurance.

Facilities management:

• Ensure OCHA Office premises in Mali are well maintain by establishing and managing services contracts for air-condition equipment, cleaning, plumbing etc.
• Liaise with UNDP common services Unit and all other UN partner on all issues related to UN shared Offices/houses OCHA is part of in all locations in Mali.

Inventory management:

• Supervise asset management and the physical inventory exercise to ensure data entry into the ERP system.
• Work closely with ICT Unit on equipment acquisition and inventory
• Supports assets disposal as needed.

Procurement management:

• Coordinate the elaboration and implementation of OCHA Mali procurement plan;
• Liaise with OCHA Buyers to ensure timing procurement processes.
• Supervise local process using LVA for procurement.

Other administrative tasks:

• Performs other office duties as required.

Supervisory/Managerial Responsibilities: Supervise Admin/Logistics Assistants and Clerks.

CORE COMPETENCIES

Professionalism:

Shows pride in work and accomplishments; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, meeting deadlines and achieving results; is motivated by professional rather than personal concerns; demonstrates persistence in the face of difficult problems or challenges; remains calm in stressful situations. Takes responsibility for integrating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Planning and Organizing:

Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; adjusts priorities as required Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently.

Communication:

Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify and exhibits interest in having two-way communication; Tailors language, tone, style and format to match the audience; Demonstrates openness in sharing information and keeping people informed.

Teamwork:

Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; Places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

QUALIFICATIONS

Education:

• Master’s degree in business administration, logistics management, civil engineering, or other related field OR
• A Bachelor’s degree (Licence) combined with 2 years of relevant experience may be accepted in lieu of the Master’s degree.

Experience, Knowledge, and Skills:

• At least two (2) years of experience with Master’s degree or four (4) years of experience with a Bachelor’s degree or Licence in Administration and/or logistics is required.
• Experience in Administration and/ logistics within the United Nations or international organizations is desirable.
• Knowledge of spreadsheets is required.
• Knowledge of ERP is desirable.

Language Requirements:

• Full proficiency in French is required.
• Operational level proficiency in English is desirable.

Note:

“Please upload copies of your academic qualifications and 3 latest Performance Evaluations (if applicable)”

Applicant information about UNOCHA rosters

UNOCHA reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNOCHA at the same grade level and with similar job description, experience, and educational requirements.

Non-discrimination

UNOCHA has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNOCHA is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin, or other status.

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