Administrative Analyst - IPSA-8 - Home-based (with possible relocation to the duty station)

Istanbul

Organization: UNDP - United Nations Development Programme
Location: Remote | Istanbul
Grade: Junior level - IPSA-8, International Personnel Services Agreement
Occupational Groups:
- Operations and Administrations
Closing Date: 2023-05-30

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.

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.

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 support the effective implementation of administrative and operational strategies for the effective delivery of all SFH projects.

Duties and Responsibilities

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

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.

Ensuring effective implementation of operational strategies:

Ensuring full compliance of administrative and logistics activities with UN/UNDP rules, regulations, policies and strategies;
Supporting the recruitment of personnel (IPSAs, UNVs, interns, etc.) as might be required;
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;
Ensuring timely response to the identified bottlenecks and operational issues;
Contributing to the SFH 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 SFH 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.

4. Institutional Arrangement

The Adminsitartive Analyst will work under the direct supervisin of the Project Management Specialist, SFH, with the secondary reporting line to the Procurement Analyst.

Competencies

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

Required Skills and Experience

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	Experience in coordinating and processing business travels is required. Hands-on experience in facilitating travel arrangements and supporting procurement processes via UNAll and Quantum is required. Experience in coordinating and organizing conferences, workshops, retreats and missions is required. 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 in addition to the competencies covered in the Competencies section	Experience in supporting procurement processes is highly desirable. Experience in supporting recruitment processes is highly desirable. Experience in monitoring and revising project budgets is highly desirable. Experience in drafting daily correspondence – Note Verbales, official letters, reports, etc. is an asset. 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. Ability to work independently and prioritize to meet multiple competing deadlines. Result-orientation and ability to work in a stressful environment.
Required Language(s)	Fluency in written and spoken English is required. Working knowledge of another UN language is an asset.
Professional Certificates	N/A

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.

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