Administrative Analyst – IPSA 9 – Home based

UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work carried out at HQ, Regional and Country Office levels, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.

Within the GPN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan. BPPS’s staff provides technical advice to Country Offices, advocates for UNDP corporate messages, represents UNDP at multi-stakeholder fora including public-private dialogues, government, and civil society dialogues, and engages in UN inter-agency coordination in specific thematic areas. BPPS works closely with UNDP’s Crisis Bureau (CB) to support emergency and crisis response. BPPS ensures that issues of risk are fully integrated into UNDP’s development programmes. BPPS assists UNDP and partners to achieve higher quality development results through an integrated approach that links results-based management and performance monitoring with more effective and new ways of working. BPPS supports UNDP and partners to be more innovative, knowledge and data driven including in its programme support efforts.

BPPS’s Hubs on Nature, Climate, Energy and Waste, with the support of the Vertical Fund Programme Support, Oversight and Compliance Unit, works with governments, civil society, and private sector partners to integrate nature, climate, energy and waste related concerns into national and sector planning and inclusive growth policies, support country obligations under Multilateral Environmental Agreements, and oversee the implementation of the UN’s largest portfolio of in-country programming nature, climate change, energy and waste.

The newly established UNDP Climate Hub is the arrowhead of UNDP’s commitment to the “Climate Promise” that aims to support programming countries designing and implementing pledges under the Paris Agreement, including ambitious National Determined Contributions, with climate change mitigation and adaptation interventions fully embedded in the national development planning and budgetary processes. The Climate Hub will build on UNDP’s existing over USD 4 billion country-level climate portfolio on Climate Change Policies and Strategies, Climate Change Adaptation, Climate Change Mitigation, Climate and Forests, covering over 142 countries, as well as on UNDP’s Nature portfolio, UNDP’s Sustainable Finance Hub, UNDP’s Digital offer and other relevant portfolios on youth, gender, health, climate security among others. 

The UNDP Climate Hub is responsible for: 

• Thought leadership on Climate and to be the custodian of UNDP policy positions on Climate;
• Strategy and vision formulation;
• Pipeline development in coordination with the other hubs and the Vertical Fund Programme Support, Oversight and Compliance Unit;
• Provision of integrated policy and programme support to Country Offices;
• Global engagement, advocacy in collaboration with BERA;
• Integration across thematic areas;
• Strategic Partnerships development and resource mobilization;
• Lead and support global flagship initiatives and partnerships on climate;
• Serve as focal point with relevant UN coordination mechanisms and Conventions (UN Framework Convention on Climate Change);
• Cross-organization knowledge and learning; and
• Innovation.

In 2021, at UNFCCC COP26, over 140 world leaders committed to “halt and reverse forest loss and land degradation by 2030 while delivering sustainable development and promoting an inclusive rural transformation” through the Glasgow Leaders’ Declaration on Forests and Land-Use (GLD). The Forest & Climate Leaders’ Partnership (FCLP), was launched at the World Leaders Summit at COP27 to maintain high-level political leadership on forests, land-use and climate, to rapidly scale action, and to ensure accountability for the Glasgow Leaders Declaration and linked initiatives. The FCLP will be supported by a Secretariat. The Secretariat will consist of a central core team of officials from Member governments and external hires responsible for managing the FCLP and supporting the implementation of Members’ agreed priorities, as well as non-state actor engagement.

The FCLP’s strategic direction will be determined by the Steering Committee, comprising ministers from FCLP member countries, on behalf of their leader. The initial Steering Committee comprises Colombia, Costa Rica, DRC, France, Germany, Ghana, Kenya, Norway, UK and USA, and is Chaired by the United States and Ghana. The Secretariat is accountable to the Steering Committee. It is crucial for the smooth functioning of the FCLP that the partnership has sound internal strategy and governance, with clarity over decision-making and accountability, including to the Co-Chairs, Steering Committee and the broader membership. The FCLP Secretariat also needs a detailed engagement strategy to ensure members are appropriately consulted on strategy and governance.

FCLP is recruiting an Administrative Analyst to support the operations team within the Secretariat. 

The Administrative Analyst’s scope of work will focus on operations and administrative support to the UNDP Climate & Forests Programme across procurement, human resources, and travel support functions. The Administrative Analyst will specifically: 

1. Ensure efficient procurement and administrative support:
   • Review procurement requests and initiate procurement procedures for goods and services.
   • Prepare Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, and evaluation processes.
   • Provide support in the recruitment processes including drafting terms of reference, provision of inputs to the grading/validation of terms of reference, vacancy announcements, screening of applicants, evaluation of candidate applications, gathering of candidate references, support to the organization of interview panels, finalization of candidate selection/approvals, and for hiring, onboarding and contract management.
   • Perform a Buyer role in Quantum, the Enterprise Resource Planning (ERP) system for the preparation of requisitions and Purchase Orders.
   • Prepare submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP), as necessary.
   • Maintain files and records relevant to procurement cases.
   • Prepare and submit the quarterly/yearly procurement plan.

1. Manage and process travels for the FCLP Secretariat, experts, and relevant meeting participants in accordance with UNDP travel processes and procedures:
   • Undertake all related travel arrangements, liaise with travel agent, visa desk, global, regional and country offices, and other agencies on logistics and documentation;
   • Advise and liaise with the traveler on UNDP’s travel processes and ensure all relevant support documents such as, travel itinerary and mode of travel, valid travel documents (UNLP, National passport, visa), UNDSS security clearance are in order;
   • Manage travel profiles in Quantum;
   • Raise Travel Requests and Travel Advances, manage and process post travel, ensuring all travel claims form and supporting   documents are in order;
   • Ensure proper control of the supporting documents for payments and financial reports;
   • Prepare, circulate, and submit the quarterly/monthly travel plan.

1. Provide general operations and administrative support as required:
   • Provide administrative and logistical support for meetings, country/region specific meetings, workshops, trainings, conferences, retreats and any other special events;

Provide inputs into the unit’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).                 

The Administrative Analyst will be supervised by, and report to the Senior Policy Advisor for the Climate & Forests Programme. For the purposes of the FCLP Secretariat s/he will be managed by the FCLP Programme Manager. 

The assignment is home-based. If travel is required, such travel shall be at UNDP’s expense and processed in accordance with UNDP’s travel guidance and policy.