United Nations Development Programme (UNDP)
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JOB DESCRIPTION
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.
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.
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 |
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 |
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Desired skills in addition to the competencies covered in the Competencies section |
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Required Language(s) |
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