Administrative Assistant

CTG overview:
CTG staff and support humanitarian projects in fragile and conflict-affected countries around the world, providing a rapid and cost-effective service for development and humanitarian missions. With past performance in 17 countries – from the Middle East, Africa, Europe, and Asia, we have placed more than 20,000 staff all over the world since operations began in 2006.
CTG recruits, deploys and manages the right people with the right skills to implement humanitarian and development projects, from cleaners to obstetricians, and mechanics to infection specialists, we’re skilled in emergency response to crises such as the Ebola outbreak in West Africa. Key to successful project delivery is the ability to mobilise at speed; CTG can source and deploy anyone, anywhere, in less than 2 weeks and have done so in 48 hours on a number of occasions.
Through our efficient and agile HR, logistical and operational services, CTG saves multilateral organisations time and money. We handle all our clients’ HR related issues, so they are free to focus on their core services.
Visit www.ctg.org to find out more

Overview of position:
The position is within the liquidation entity in Gao & Bamako. The Administrative Assistant reports to the Chief of Unit.
The Administrative Assistant at this level assists the Chief of Unit on management of all the office operations of the entity, including contract management, acquisition plans & general administrative activities.
The selected candidate will efficiently & effectively assists the Chief of Unit in the management of contracts, personnel & acquisition & disposition plans within the area of responsibility.

Role objectives:
Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit / liquidation & personnel matters.
Assist in collection of wall to wall survey data & reports compilation.
Assist FMU wall to wall survey team in putting book value of the wall to wall finding in UMOJA.
Schedule meetings & appointments; maintain files of administrative instructions & other rules and regulations.
Coordinate extensively with service units & liaise frequently with internal team members in our clients section.
Take, prepare & distribute minutes & action points for section meetings & staff.
Respond to enquiries, provide information & offer advice to staff regarding the administrative procedures, processes & practices.
Initiate, maintain & monitor engineering section staff administrative data & records for time & attendance, performance appraisal, etc. in electronic information systems.
Translation of documents from French to English to French for section.
Assist in raising task orders for issuance of materials.
Perform other related administrative duties as directed by section management.
Assist the unit to review & monitor all local individual contractors under section, update status & coordinate contractor performance evaluation reports within the section for contract extensions.
Initiate shopping cart order form to raise national individual contractors shopping carts in UMOJA on behalf of the section; follow up closely until processing of contracts.
Initiate payroll process for engineering NICs through UMOJA.
Monitor NICs budget.

Project reporting:
This role will report to the line manager.

Key competencies:
A minimum of four years of progressively responsible experience in the field of administration, human resources, security, finance & budget, contract management providing various administrative support, coordinating activities, setting up meetings & taking minutes of meetings.
Experience working in support services in a conflict or post conflict is highly desirable.
Knowledge of the UN rules, regulations & working practices pertaining to UMOJA is an advantage.
For the position advertised, oral & written fluency in English language is required & working knowledge in French is highly desirable.
Possess the basic notions of the organization’s rules & regulations as well as the procedures required to assist customers. Be able to demonstrate good team spirit & initiative.
Should have very good communicative abilities to be able to communicate directly & efficiently to the related authorities as & when required.
Be able to establish an effective organization of work & work under pressure, based on meeting deadlines.

Team management:
This role has no team management responsibility.

Further information:
Qualified female candidates are encouraged to apply for this role.