Administrative Analyst

Job Description

Background

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.

Within the context of SDG Financing, UNDP has launched a Sustainable Finance Hub (SFH) which is conceptualized as a finance and innovation platform that draws on a critical mass of UNDP expertise, initiatives, and partnerships to support the mobilization and leveraging of resources for the SDGs and lead the implementation of the new UNDP private sector strategy and other initiatives which fully supports the implementation of the Strategic Plan and supports governments to align private sector activities and financial investments with the 2030 Agenda. The Hub is an integral part of both the Bureau for Policy and Programme Support (BPPS) and the Bureau of External Relations and Advocacy (BERA), as part of the GPN.

Being a part of the Sustainable Finance Hub Project Management Support Team, the Administrative Analyst will ensure implementation of administrative and operational strategies for the effective delivery of all SFH projects.

Duties And Responsibilities

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

Efficient implementation of UNDP Administrative and Travel strategies and policies:

• Ensure effective implementation of operational strategies and travel-related management processes;
• Analyze travel data and prepare travel reporting and insights;
• Create travel requests;
• Ensure accuracy of travel data, travel entitlements for travel advances and travel reports;
• Liaise with the travel agencies on the ticket reservations, issuance, amendment and cancellation;
• Monitor and follow-up on the timely settlements of travel claims in collaboration with the HQ Travel Unit;
• Compile and file necessary travel-related documents for audit purposes;
• Keep abreast of updates/changes in the Travel and Logistics policies, processes and procedures and making new/updated information available to staff;
• Support the collection of information for DSA, travel agencies and other administrative surveys;
• Support 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.;
• Coordinate visa application and hotel reservation processes as may be required.

Effective Implementation Of Operational Strategies

• Ensure full compliance of administrative and logistics activities with UN/UNDP rules, regulations, policies and strategies;
• Support the procurement of basic goods and services through market research and collecting quotations and proposals;
• Raise E-requisitions and create PO receipts as per established Standard Operating Procedures;
• Ensure timely response to the identified bottlenecks and operational issues;
• Collect and submit relevant data inputs in response to HQ requests;
• Provide support to drafting and editing documents pertaining to SFH operations;
• Support the recruitment of personnel (IPSAs, UNVs, interns, etc.) if needed;
• Generate, share and interpret various finance and project management reports from Quantum to ensure proper monitoring and timely corrective actions when necessary.

Promote Knowledge Building And Knowledge Sharing

• Develop and maintain appropriate training materials on travel management and processes for personnel;
• Conduct trainings for personnel on travel management;
• Analyze lessons learnt and best practices in travel-related management;
• Contribute to knowledge networks and communities of practice.

The incumbent performs other duties within the functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The Administrative Analyst will work under the direct supervision of the Project Management Specialist, SFH.

Competencies

Core Competencies

• 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

• 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.
• 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.
• Communication:
  • Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels.
• Events Management (including retreats, trainings and meetings):
  • Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
• 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.
• Budget Management:
  • Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
• Procurement Management:
  • The ability to acquire goods, services or works from an outside external source.

Education

Required Skills and Experience

• Master's degree in Development Studies, Political, Social Sciences, Humanities, Business or any other relevant disciplines. OR
• Bachelor's degree in the above-mentioned field of study, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Experience

• Minimum of 2 (two) years (with Master's degree) or 4 (four) years (with Bachelor's degree) of progressively responsible experience in general operations, in particular in administration of travel at the national and / or international level.

Required Skills

• Proficiency in IT software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling web-based management and ERP systems is required.

Desired Skills

• Hands-on experience in facilitating travel arrangements and supporting travel processes via UNAll and Quantum is highly desirable;
• Experience in supporting procurement processes is highly desirable;
• Experience in monitoring and revising project budgets is highly desirable;
• Experience in supporting recruitment processes is highly desirable;
• 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.

Required Languages

• Fluency in written and spoken English is required.
• Working knowledge of another UN language is an asset.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.