
Administrative Operations Coordinator
2 days ago
At the United Nations Development Programme (UNDP), we are committed to helping countries achieve sustainable development goals. Our team is seeking an Administrative Analyst to join our Sustainable Finance Hub Project Management Support Team.
About the RoleThis role will be responsible for ensuring the effective implementation of administrative and operational strategies for the delivery of all SFH projects. The successful candidate will work under the direct supervision of the Project Management Specialist, SFH, and will be expected to perform a variety of tasks including:
- Efficient implementation of UNDP's Administrative and Travel strategies and policies;
- Analysis of travel data and preparation of travel reports and insights;
- Creation of travel requests;
- Accuracy of travel data, travel entitlements for travel advances and travel reports;
- Liaison with travel agencies on ticket reservations, issuance, amendment and cancellation;
- Monitoring and follow-up on timely settlements of travel claims in collaboration with the HQ Travel Unit;
- Compilation and filing of 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.
The incumbent will be responsible for:
- Ensuring full compliance of administrative and logistics activities with UN/UNDP rules, regulations, policies and strategies;
- Supporting the procurement of basic goods and services through market research and collecting quotations and proposals;
- Raising E-requisitions and creating PO receipts as per established Standard Operating Procedures;
- Timely response to identified bottlenecks and operational issues;
- Collecting and submitting relevant data inputs in response to HQ requests;
- Providing support to drafting and editing documents pertaining to SFH operations;
- Supporting the recruitment of personnel (IPSAs, UNVs, interns, etc.) if needed;
- Generating, sharing and interpreting various finance and project management reports from Quantum to ensure proper monitoring and timely corrective actions when necessary.
To succeed in this role, you will need to possess the following qualifications and skills:
- Masters degree in Development Studies, Political, Social Sciences, Humanities, Business or any other relevant discipline OR Bachelor's degree in combination with an additional two years of qualifying experience;
- Minimum of 2 (two) years of progressively responsible experience in general operations, in particular in administration of travel at the national and / or international level;
- Proficiency in IT software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages;
- 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;
- Fluency in written and spoken English is required; Working knowledge of another UN language is an asset.
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