Administrative Analyst- PSA 8 (Home Based) - Tenders Global
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Administrative Analyst- PSA 8 (Home Based)

United Nations Development Programme (UNDP)

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JOB DESCRIPTION

Background
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Office/Unit/Project Description 

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.

UNDP’s 2022-2025 Strategic Plan is highlighting our continued commitment to eradicating poverty, accompanying countries in their pathways towards the SDGs and working towards the Paris Agreement. As part of the Global Policy Network in the Bureau for Policy and Programme Support, UNDP’s Nature, Climate Change, Energy, and Waste (NCE&W) Hubs promote and scale up integrated whole-of-governance approaches and nature-based solutions that reduce poverty and inequalities, strengthen livelihoods and inclusive growth, mitigate conflict, forced migration and displacement, and promote more resilient governance systems that advance linked peace and security agendas.

BPPS’ Hubs on Nature, Climate, Energy and Waste works with governments, civil society, and private sector partners to integrate natural capital, environment and climate concerns into national and sector planning and inclusive growth policies; support country obligations under Multilateral Environmental Agreements; and implement the UN’s largest portfolio of in-country programming on environment, climate change, and energy. This multi-billion-dollar portfolio encompasses:

Biodiversity and Ecosystem Services including forests;

Sustainable Land Management and Desertification including food and commodity systems;

Water and Ocean Governance including SIDS;

Climate Change Mitigation and Adaptation;

Sustainable Energy;

Extractive Industries;

Chemicals and Waste Management;

Environmental Governance and Green/Circular Economy and SCP approaches.

This work advances crosscutting themes on innovative finance, digital transformation, capacity development, human rights, gender equality, health, technology, and South-South learning.

In addition to UNDP’s bilateral partnerships in NCE, UNDP is an accredited multilateral implementing agency of the Green Climate Fund (GCF), the Multilateral Fund (MLF), the Adaptation Fund (AF) and the Global Environment Facility (GEF). As part of UNDP’s partnership with these vertical funds (VFs), UNDP provides countries specialized integrated technical services for eligibility assessment, programme formulation, capacity development, policy advice, technical assistance, training and technology transfer, mobilization of co-financing, implementation oversight, results management and evaluation, performance-based payments, and knowledge management services.

Duties and Responsibilities

Being a part of the Nature Hub Global Projects Execution Support Unit, the Administrative Analyst will support the effective implementation of administrative and operational strategies for the effective delivery of all NH projects.

Administrative Analyst will be responsible for the performance of the following duties and responsibilities:

1. Efficient and effective administrative and logistical support: 

  • Coordinating and creating travel requests in the system, ensuring accurate and complete data entries;
  • Liaising with the travel agencies on the ticket reservations, issuance, amendment and cancellation;
  • Coordinating visa application and hotel reservation processes as may be required;
  • Verifying the accuracy of travel entitlements for travel advances and travel reports;
  • Monitoring and following-up on the timely settlements of travel claims in collaboration with the HQ Travel Unit;
  • Compiling and filing necessary travel-related documents for audit purposes;
  • Keeping abreast of updates/changes in the Travel and Logistics policies, processes and procedures and making new/updated information available to staff;
  • Supporting the collection of information for DSA, travel agencies and other administrative surveys;
  • Supporting the organization of national and international conferences, workshops, retreats, missions as well as high-level and working level meetings, including venue reservation, arrangement of catering, ICT and interpretation services, etc.

2. Ensuring effective implementation of operational strategies:

  • Ensuring full compliance of administrative and logistics activities with UN/UNDP rules, regulations, policies and strategies;
  • Supporting with HR tasks and recruitment of personnel (PSAs, UNVs, interns, etc.), extensions of contracts, termination of contracts and on-boarding of new staff as might be required;
  • Supporting with GPN roster vetting procedure.
  • Supporting the procurement of basic goods and services through submitting the UNAll procurement request, market research and collecting quotations for Micro-Purchase as needed;
  • Raising E-requisitions and creating PO receipts as per established Standard Operating Procedures;
  • Ensuring timely response to the identified bottlenecks and operational issues;
  • Contributing to the NH knowledge management and resource mobilization efforts;
  • Collecting and submitting relevant data inputs in response to HQ requests;
  • Providing support to drafting and editing of TORs and any other documentation pertaining to NH operations;
  • Generating, sharing and interpreting various finance and project management reports from Quantum to ensure proper monitoring and timely corrective actions when necessary;
  • Backstopping other team members and performing other duties related to this position as may be required by Supervisor.

Institutional Arrangement

The Administrative Analyst will work under the direct supervision of the Project Management Coordinator.

Competencies
Core
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination:  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical Competencies

Thematic Area Name Definition
Business Management Operations Management Ability to effectively plan, organize, and oversee the organizations’ business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms.
Administration and Operations Events management (including retreats, trainings and meetings) Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Administration and Operations Travel policy and procedures Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative

circulars and financial regulations and rules on travel-related matters
Finance Budget Management Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Procurement Procurement management The ability to acquire goods, services or works from an outside external source
HR – Recruitment Recruitment design and management Knowledge of, ability to design and manage end to end recruitment processes
Required Skills and Experience
Min.  requirements Bachelor’s degree in development studies, political, social sciences, business or other relevant disciplines is required.
Min. years of relevant work experience  At least 2 years of demonstrated progressively responsible experience in UNDP administration, operations and/or project management is required.
Required skills 
  • Experience in coordinating and processing business travels is required.
  • Hands-on experience in facilitating travel arrangements and supporting procurement processes via UNAll and Quantum is required.
  • Experience in coordinating and organizing conferences, workshops, retreats and missions is required.
Desired skills in addition to the competencies covered in the Competencies section
  • Experience in supporting procurement processes is highly desirable.
  • Experience in supporting recruitment processes is highly desirable.
  • Experience in monitoring and revising project budgets is highly desirable.
  • Experience in preparing payment package and finance workflow.
  • Experience in drafting daily correspondence – Note Verbale, official letters, reports, etc. is an asset.
  • Experience in guiding project personnel on various UNDP project management and operations matters is a distinct advantage.
  • Experience in supporting the implementation of global projects and initiatives and working in global virtual teams is desirable.
  • Ability to work independently and prioritize meeting multiple competing deadlines
Required Language(s) 
  • Fluency in written and spoken English is required.
  • Working knowledge of another UN language is an asset.
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP 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 UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP 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.
UNDP 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.
Scam warning
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.


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