Administrative and Office Support Analyst (50% Part-time) (Open to Tier 1 & 2 Applicants) (Home Based)

Background

The Bureau for Policy and Programme Support (BPPS) has corporate responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan.  Together with the Crises Bureau, BPPS forms the Global Policy Network (GPN), a network of global experts and practitioners to connect countries to the world of knowledge, resources and networks of best practice they need to achieve development breakthroughs. 

Within BPPS, the Effectiveness Group  is the custodian of, amongst other programming policies, UNDP’s Social and Environmental Standards (SES) comprising of the Programming Principles applied to Country Programmes and Project level Standards applied to Development Projects/Portfolios through the Social and Environmental Screening Procedure (SESP). UNDP’s SES are underpinned by an Accountability Mechanism with two key components: (i) the Stakeholder Response Mechanism (SRM) that ensures individuals, peoples, and communities affected by projects have access to appropriate grievance resolution procedures for hearing and jointly addressing complaints and disputes related to the social and/or environmental impacts of UNDP-supported projects; and (ii) the Social and Environmental Compliance Unit (SECU) which investigates alleged non-compliance with UNDP’s Social and Environmental Standards and screening procedure from project-affected stakeholders and recommends measures to address findings of non-compliance.

To support the implementation of the SRM, the Stakeholder Response Mechanism Coordinator is a key member of the Effectiveness Group, leading UNDP’s SRM efforts that enable stakeholders to engage with UNDP when they believe that a UNDP project may have adverse social or environmental impacts on them; they have raised their concerns with Implementing Partners and/or with UNDP through standard channels for stakeholder consultation and engagement; and they have not been satisfied with the response. The SRM provides a way for UNDP to address these situations systematically, predictably, expeditiously, and transparently. Through the SRM, UNDP Country Offices, Regional Bureaux and Headquarters collaborate in a thorough, good faith effort to resolve outstanding concerns to the satisfaction of all parties, and to document the results to ensure accountability and promote organizational learning.

The functions performed by the SRM aim to improve environmental and social outcomes for local communities and other stakeholders affected by UNDP projects by:

• Enhancing UNDP’s ability to manage risks related to its Social and Environmental Standards, in order to avoid or mitigate social and environmental impacts;
• Ensuring that UNDP responds to the concerns of project stakeholders (particularly vulnerable groups that are central to UNDP’s programmatic work) with regard to social and environmental risks and impacts;
• Ensuring feedback and operational learning from the SRM, by integrating SRM requests, responses and results into UNDP’s results-based management, quality assurance processes; and

Reflecting and advancing best practices among development institutions, whose stakeholders (including governments, civil society, indigenous peoples, and international partner agencies) increasingly expect social and environmental grievance resolution processes to be a regular, integrated part of project management.

Duties and Responsibilities

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

General Administration and Compliance

• Provide general office assistance and handle routine administrative tasks.
• Ensure full compliance of administrative, logistics and travel-related activities with UN/UNDP rules, regulations, policies and strategies.
• Ensure effective implementation of operational strategies, including administrative and travel management processes.
• Keep abreast of updates and changes in administrative, travel and logistics policies, processes and procedures and make updated information available to staff.
• Ensure timely response to identified operational bottlenecks and issues.
• Keep track of budgetary expenditure and ensure relevant cost codes are provided for expenses

Provide Travel Administration and Logistics Support

• Create travel requests and ensure accuracy of travel data, travel entitlements, advances and travel reports.
• Liaise with travel agencies on ticket reservations, issuance, amendments and cancellations.
• Monitor and follow up on the timely settlement of travel claims in collaboration with the HQ Travel Unit.
• Compile and file all necessary travel-related documents.
• Facilitate the collection of information for DSA, travel agencies and other administrative surveys.
• Coordinate visa application and hotel reservation processes as required.
• Support the organization of national and international conferences, workshops, retreats, missions and meetings, including venue reservation, catering, ICT and interpretation services.
• Determine the most appropriate manner in which Corporate SRM will be able to contract local mediators and fund mediation processes.

Information Management and Reporting

• Liaise with teams to ensure timely submission of reports, plans and documentation.
• Follow up on deadlines, commitments and agreed actions.
• Extract, compile and analyze administrative- operational data for reporting purposes.
• Conduct research and retrieval of statistical data from internal and external sources.
• Translate simple correspondence when required.

Executive, Protocol and Calendar Management

• Maintain the SRM Lead Advisor’s calendar, appointments and daily schedule.
• Arrange high-level meetings and coordinate with senior internal and external stakeholders.
• Contact and coordinate with high-ranking visitors and partners.
• Ensure strict confidentiality and adherence to protocol procedures.
• Manage official missions and representation schedules, including travel arrangements, accommodation and required clearances.
• Liaise extensively with internal units, UNDP stakeholders and external counterparts on behalf of the SRM Lead Advisor.
• Support the organization of meetings, appointments and engagements with partners.
• Respond to ad-hoc requests from the SRM Lead Advisor.

Communication, Coordination and Follow-Up

• Draft correspondence, directives and comments on behalf of the SRM Lead Advisor for signature.
• Screen correspondence and requests, ensuring appropriate follow-up.
• Coordinate the flow of information and circulation of documents within the office.
• Follow up on deadlines, commitments and actions agreed by the SRM Lead Advisor.
• Ensure timely delivery and follow-up of official communications.

Meetings, Briefings and Decision-Making Support

• Prepare briefing notes, background documentation, speeches and presentation materials.
• Take minutes during meetings as required.
• Assist with data collection, analysis and preparation of reports and presentations to support planning and decision-making.

.Knowledge Building and Knowledge Sharing (Cross-Cutting Function)

• Develop and maintain training materials related to travel management, administrative and operational processes.
• Conduct trainings for personnel on travel management and administrative procedures.
• Analyze lessons learned and best practices in travel and operational management.
• Contribute to knowledge networks and communities of practice.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

• The Administrative and Office Support Analyst will work under the direct supervision of the Stakeholder Response Mechanism- Lead Advisor 
• The incumbent will work remotely from his/her home base.
• The incumbent will be given access to relevant information necessary for the execution of the tasks under this assignment. 
• The incumbent is responsible for providing her/his own working station (i.e. laptop, internet, phone, scanner/printer, assignment-specific software, etc.) and must have access to a reliable internet connection. 
• Given the global scope of the work to be undertaken during this assignment, the incumbent is expected to be reasonably flexible with his/her availability taking into consideration different time zones. 
• If required, the incumbent will be required to support and participate in missions to field offices. In such cases, UNDP will cover the related travel and subsistence expenses.

Competencies

Required Skills and Experience

Education:

• Advanced university degree (Master’s degree or equivalent) in Business Administration, Finance, Economics, Accounting, Applied Statistics,  International Relations, Diplomacy, Development Studies, or another closely related field is required. 

  OR

• A first-level university degree (Bachelor’s degree) in the above-mentioned fields 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 programme / project administration 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.

Desired Skills:

• Experience in programme and/or project management related to one or more of the following fields: mediation, conflict resolution, community engagement, stakeholder engagement, and/or capacity building ( or related) 
• Previous work experience with international organizations (e.g., UN agencies, World Bank, INGOs).
• Previous experience at UNDP HQ,  UNDP Regional Office and/or UNDP Country Office, in project management  and budget oversight roles. 

Languages:

• Fluency in 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.