Administrative Analyst

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Description

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Under the overall guidance and supervision of the Ombudsman, and working closely with the Deputy Ombudsman, the Administrative Analyst provides overall support and advisory services to the Office of the Ombudsman on matters related to budget, finance, human resources management, data analysis and communications.

Duties and Responsibilities

• Ensure effective administrative services
• Oversee all matters, as delegated and required by the Ombudsman, pertaining to the administration and effective functioning of the Office.
• Regularly review organizations’ policies and guidelines for modifications or updates and bring these to the attention of the Ombudsman and personnel. 
• Serve as focal point for organizational reviews.
• Develop procedures and workflows consistent with organizational rules, regulations and practices and ensure these are implemented by the offices.
• Manage matters relating to office space and procurement of IT equipment, and other services required for the effective functioning of the offices.
•  Coordinate asset management for the office with timely preparation and submission of periodic inventory reports as well as physical verification of inventory items.
• Serve as staff attendance and leave monitor.  Coordinate schedules of office events and travel calendar as well as annual leave schedules.
• Ensure travel arrangements for the office are in compliance with established corporate rules and procedures. Provide guidance on travel arrangements and intervene as needed to handle emergencies or matters requiring special attention.
• Serve as performance management focal point in accordance with system requirements.
• Provide logistical support to administrative assistants during the organization of workshops, meetings and conferences.
• Prepare data analyses and presentation on the work of the office. 
• Ensure Strategy, Budget and Financial Services
• Contribute in the preparation of the office strategy and implementation plans from an operational perspective.
• Provides advice and guidance to the Ombudsman and the personnel on budgetary and financial procedures.
• Facilitate the preparation of an integrated workplan (IWP) and annual quarterly budget.
• Submit periodic budget report to the Ombudsman to track and monitor budgetary expenditures.
• Manage the office budget and financial account and serve as certifying officer.
• Liaise with the organizational focal points on budget matters related to the clearance of funds, financial arrangements and cost sharing arrangements for the office.
• Perform as Quantum Manager level1 role to process travel and procurement approvals and management payments and contractual matters for consultants.
• Provide effective human resources services
• Advices the Ombudsman and guides the personnel on HR policies, rules, regulations, procedures and other related matters.
• Drafts vacancy announcements for positions for review by the Ombudsman and coordinates on job and consultancy management.
• Ensures timely and efficient recruitment processes – screening of applicants, coordinates interview schedules and technical assessments, liaises with candidates in the various stages of the recruitment process.
• Keeps records and maintains recruitment files for all personnel ensuring all relevant documentation is kept up to date.
• Provides relevant information to the Ombudsman with regards to contract expiration dates and requests extensions when required.
• Manage communications, strategy support and workflow 
• Manage communication flow in the office ensuring timely responses to incoming and outgoing correspondence, emails and telephone calls.
• Under the supervision of the Deputy Ombudsman, supports communication with visitors, case inake and other related matters as required.
• Communicates routine and non-routine information pertaining to the work of the team.
• Establishes and maintains the office filing and reference systems and ensures the inter/intranet websites are up to date and accurate.
• Facilitate the preparation of presentations, briefs, policy documents and reports relevant to the work of the office.
• Manage translation of texts, follow up and ensure timely submission of translations and check final texts before posting on website.
• Contributes to the preparation and publication of the annual report.
• Facilitation of knowledge building and management
• Actively contributes to knowledge networks and communities of practice. 
• Demonstrate leadership in embracing and implementing Digital Transformation internal office processes. 
• Organization of specialized trainings for protocol and administrative I logistic functions;
• Ensures availability of coverage and backstopping for the Director and Deputy Director during missions/travels. 

Required Skills and Experience

Education:

• Advanced University Degree (Masters or equivalent) in Business or Public Administration, Finance, Accounting, Law or any other related field, 
• A first level university degree (Bachelor’s degree) in the areas mentioned above in combination with two additional years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Experience:

• Minimum of 2 years (with Master’s degree) or 4 years (with Bachelor’s degree) relevant experience in administration or operations, is required.
• Experience in a field related to the work of the Office of the Ombudsman is an asset.
• Experience in the usage of computers office software packages (MS Word, Excel, etc) and web-based management systems such as ERP is required.
• Knowledge of integrated management information systems is required.
• Previous experience with Quantum or other ERP systems such as Atlas is a strong asset.
• In-depth knowledge of UN operational policies and procedures is desired.
• Demonstrated abilities in organizational planning including strategic planning and prioritizing skills and abilities is desired.
• Ability to deal patiently and tactfully with visitors is desired.
• Demonstrated abilities in high sense of confidentiality, initiative and good judgement is desired.
• Ability to work effectively with people of different national and cultural background is an advantage.
• Demonstrated ability to work in a team environment to achieve common goals and to provide guidance to other support staff is desired.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/17863

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