Administrative Analyst

tendersglobal.net

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. UNDP’s Istanbul Regional Hub is UNDP`s advisory hub for the Europe and CIS region tasked with the responsibility to provide policy and programmatic support to UNDP´s development activities in the region. Throughout UNDP´s focus areas, it works towards increasing the impact of UNDP´s activities in the region by assisting Country Offices in development of country-level initiatives through advisory services and technical support and by implementing regional-level projects in partnership with a wide range of partners supported to a global network of expertise. Under the leadership of the Manager, the RBEC’s Regional Hub Centre employs will a multi-disciplinary team of specialists and advisors, project managers, operations and programme support staff. The Regional Hub is also used by various outposted staff from HQs units and the office share common premises with other UN Agencies and offices (e.g., UN Women, South-South Unit, BPPS, etc.)

Under the overall guidance and supervision of the Chief of Operations, the incumbent assists in the overall management of common premises related services, administers and executes processes and transactions ensuring high quality and accuracy of work. Administrative Analyst promotes client, quality and results-oriented approach. Administrative Analyst works in close collaboration with the other members of the Operations team, Programme and projects staff in the Istanbul Regional Hub and other UN agencies staff to exchange information and ensure consistent service delivery.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

The key results have an impact on the efficiency of the common premises and other administrative services in the Regional Hub. Accurate analysis and presentation of information thoroughly researched and fully documented work strengthens the capacity of the IRH and facilitates subsequent action by the supervisor. The incumbent’s own initiative is decisive in results of work and timely finalization.

Duties and Responsibilities Provides support in implementation of IRH operational strategies, focusing on the achievement of the following results:

• Ensure full compliance of IRH administrative activities with UN/UNDP rules, regulations, policies and strategies. Advises Senior management on the procedures’ compliance.
• Preparation of the annual results-oriented workplans for the Common premises management.
• Development and elaboration of solutions for the implementation of cost-saving and cost-reduction strategies in consultations with the Office management.
• Supports the elaboration of the internal standard operating procedures (SOPs) ensuring efficient provision of the administrative services.

Ensures effective and efficient provision of administrative and logistical support services, focusing on the achievement of the following results:

• Coordination and supervision of cleaning support staff, general services, building management, drivers logistics.
• Presentation of thoroughly researched information for planning of financial resources for administrative services.
• Maintenance of protocol matters, registration of staff, coordination with central/regional/local authorities on space and other administrative matters.
• Quality assurance of and preparation of correspondence, directives, interoffice memo and other official communication on behalf of senior  management for their signature and making follow-up when required.
• Coordination and organization of shipments and customs clearance, insurance, space management, procurement of furniture and supplies for the office.
• Participation in the procurement processes for the Hub’s needs. Preparation of RQs.
• Coordination administrative surveys, surveys for organization of common services.
• Support in assets and inventory management in the IRH
• Assist with various security related matters.
• Submission of information on administrative services provided for cost-recovery bills.
• Coordination of pouch related matters. Informs staff on schedule of diplomatic pouch; collection and disbursement of diplomatic pouch, directs incoming correspondence to appropriate staff members.
• Maintenance of administrative control records such as commitments and expenditures of the Hub’s common premises and other administrative budgets.
• Supplier maintenance in Quantum.
• Makes sure that all suppliers providing services to the IRH for the office needs are timely paid.

Ensures proper common premises/services management focusing on achievement of the following results:

• Maintenance of common services/office space management to ensure integrated activities on common services.
• Liaison with the space management company on a variety of administrative issues. Coordination and overseeing regular maintenance and repairs.
• Planning and tracking of common services budget and Agencies contributions to the common services account.
• Assists with the management of cleaning and catering services in the common premises.
• Records and monitors issues related to utilities payments.
• Prepares and maintains MoUs with UN Agencies on the occupancy of common premises.
• Ensures the common premises cost-recovery.
• Responds to inquiries and requests by tenants and facilitates resolution of issues.
• Maintains office space plans, supports with the relocations within the Hub.
• Negotiates and liaises with third-party service providers. Elaborates proposals and implementation of cost saving and reduction strategies in consultations with the Hub’s management.
• Coordinates and supervises staff engaged in common premises/services administrative activities.
• Participates in security related arrangements and maintains a safe environment for building occupants and visitors.
• Prepares and carries out emergency protocols and procedures.
• Conducts regular building inspections and prepares reports.
• Ensures facilities follow the applicable policies, regulations and building codes.
• Arranges requisitions of office supplies and equipment and arranges control of distribution and maintenance of appropriate inventory records.
• Takes actions related to ‘greening’ of the common premises.
• Makes sure that a general reception service is provided by the building management staff.

Supervision of drivers and coordination of maintenance of the office cars:

• Acts as drivers dispatch in the office. Coordinates activities between drivers, management, and other staff members on daily basis through driver booking system. Keep track of drivers’ activities and availability of vehicles.
• Supervises drivers and prepares monthly reports of fuel invoices through automatic report creation.
• Oversees cost-savings and monitors proper use of office vehicles through daily vehicle logs created by drivers, monitors preparation of the vehicle maintenance plans and reports.
• Coordinates transfers and vehicle requests of programme staff and engages drivers accordingly.

Ensures Knowledge sharing in the IRH focusing on the achievement of the following results:

• Facilitate collection and analysis of data on skill gaps and needs to enhance staff knowledge and capacities including in relation to corporate procedures, policies and POPP.
• Facilitate organization staff gatherings retreats.
• Facilitate developing an inclusive culture within the team. Together with Staff association work on models for Staff recognition, celebrations, and opportunities to promote the teamwork climate.
• Advice senior management on actions contributing to more effective business interactions among staff in hybrid mode workspace.
• Together with HR develop models for fast-track onboarding of newcomers focusing on understanding the IRH Team culture, basic corporate and IRH rules and processes.
• Share the lessons learnt and provide contributions to knowledge networks and communities of practice.
• Training staff on the administrative procedures, carrying induction/on-boarding trainings for newcomers.
• Briefing/debriefing of staff members on issues relating to area of work; provision of advice and administrative support.
• Sound contributions to knowledge networks and communities of practice.

Supervisory/Managerial Responsibilities:  The Administrative Analyst supervises and leads the staff of the administration unit.

Competencies Core Competencies

• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

People Management Competencies

UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical Competencies

• Building, facilities & office space management
  • Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data
• Inventory management
  • Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above
• Management of shipments 
  • Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation 
• System Thinking 
  • Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system
• Portfolio Management 
  • Ability to select, prioritise and control the organi ation s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimising return on investment
• Effective Decision Making
  • Ability to take decisions in a timely and efficient manner in line with one’s authority,area of expertise and resources
• Vehicle Management
  • Knowledge of policy & procedures on fleet management

Required Skills and Experience Education:

• Master’s degree or equivalent in business or public administration/management, law, social sciences, finance or similar.
• Bachelor’s degree in combination with 2 years of qualifying experience will be given due consideration in lieu of the Master’s degree.

Experience:

• Up to 2 years (with Master’s degree) or 2 years (with Bachelor’s degree) of relevant experience at the national or international level in providing administration and/or programme support services.
• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages is required.
• Experience in handling web-based management systems and ERP systems, preferably UNDP’s ERP platform (QUANTUM), is required.
• Experience in working with UN agencies and international organizations is an asset.
• Experience in maintenance of office space management is an asset.
• Experience in protocol matters, registration of staff, coordination with local authority on space and other administrative matters is desirable.
• Experience in coordination and organization of shipments and customs clearance, insurance, space management, and procurement of supplies for the office is desirable.

Languages:

• Fluency in English and Turkish (written and spoken) is required.
• Knowledge of another UN language is desirable.

Disclaimer 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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