Project and Administrative Analyst (Home Based) [Open to Tiers 0, 1 and 2]

The Project and Administrative Analyst provides project and administrative services in support of the unit’s programme responsibilities, deliverables, and operations. This includes project support in data, financial management, project/programme design, planning, implementation, reporting, and information management. The Project and Administrative Analyst promotes a client-oriented approach, in the framework of UNDP policies, rules and regulations.

In close collaboration with policy, programme, operations and project teams in the HQs, Regional Hubs and COs, the Project and Administrative Analyst identifies and helps resolve bottlenecks, clarifies and interprets procedures, and escalates complex project and administrative issues as needed.

Provide programme/project management support to the Unit, such as: Manage required processes in the system in relation to the work plan and budget implementation. Monitor expenditures, and support with preparing budget revisions in the system according to the needs of the programme.

Manage required processes in the system in relation to the work plan and budget implementation.

Monitor expenditures, and support with preparing budget revisions in the system according to the needs of the programme.

Provide PTAEO authorizations; create requisitions; raise receipts; implement budget and project award revisions; and project status; determination of unutilized funds, maintain the internal expenditures control system.

Track, monitor and report on the use of project resources.

Conduct budget checks for accuracy of Requisitions, Purchase Orders and Payment Vouchers.

Ensure the compliance of arrangements for project approval, implementation, general operations, and closure of projects with UNDP policies and regulations.

Generate reports and information on routine implementation of projects and programme/project status.

Review, verify and reconcile financial data and reports to ensure accuracy and conformity with UNDP financial and administrative rules and regulations.

Identify and escalate project-related issues, proposing and contributing to the development of solutions;

Organize and prepare agendas and minutes of unit meetings and tracks follow-up actions.

Coordinate and write sections of briefing materials and reports for meetings and missions for staff, including research work to prepare briefing materials as applicable.

Process official Unit Mission Travel Requests, including timely follow-up action on medical/security clearance, claims, signatures as appropriate and ensuring preparation of the necessary documents in the system, collaborating with GPN’s Joint Directorate Integrated Operations Team (IOT) as needed;

Monitor all travel-related payments for the Unit, liaising appropriately with BPPS IOT/ and BPPS staff in the field, as required.

Provide administrative and logistical support for donor meetings, country/region specific meetings, workshops, trainings, conferences, retreats and any other special events organized by Unit.

Provide inputs into the unit’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);

Provide support in the project closure through detail reconciliation and analysis of projects expenses.

Support procurement planning, requisitioning and contract management for key activities in the annual work plans.

Backstop unit members on programme management during absences and mission travel.

Serve as the Unit’s liaison person for all interactions with IOT (Integrated Operations Team) on all programme and operational support.

Prepare information for the audit of projects and follow-up/support to the implementation of audit recommendations;

Proof-read, edit and translate reports as necessary for in-house dissemination and/or publication.

Collect and disseminate information related to thematic area, including inputs for donor reports and provides information when requested from various sources.

Follow the established filing and archiving standards and procedures for the Bureau, organize, update and maintain all project/programme-related documents.

Scan and ensure proper digital filing of all Unit documents that must be retained in support of corporate policies.

Prepare reports synthesizing lessons learnt and good practices.

Contribute to and administer events pertaining to UNDP knowledge networks.

Support the development of training, learning materials and activities by developing substantive components.

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

The incumbent will work remotely from the home base;

The incumbent will be supervised by the Senior Advisor on Nature Governance and Justice, Ecosystems and Biodiversity, Healthy Planet Hub (primary), and the Senior Technical Advisor on Ocean and SIDs, Ecosystems and Biodiversity, Healthy Planet Hub (secondary).

The incumbent will be given access to relevant information necessary for execution of the tasks under this assignment.

The incumbent will be responsible for providing her/his own workstation (i.e. laptop, internet, phone, scanner/printer, etc.) and must secure access to a reliable internet connection.

Given the global consultations to be undertaken during this assignment, the incumbent is expected to be reasonably flexible with his/her availability for such consultations taking into consideration different time zones.

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

BUSINESS MANAGEMENT Customer Satisfaction/Client Management

Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.

Provide inputs to the development of customer service strategy.

Look for ways to add value beyond clients' immediate requests.

Ability to anticipate client's upcoming needs and concerns

BUSINESS MANAGEMENT Project Management

Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.

BUSINESS MANAGEMENT Operations Management

Ability to effectively plan, organize and oversee the Organization’s business processes in order to convert its assets into the best rules in the most efficient manner.

Knowledge of relevant concepts and mechanisms.

FINANCE Budget Management

Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

PROCUREMENT Procure-to-Pay

Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations

ADMINISTRATION & OPERATIONS Travel Desk

Ability to process and approve Travel Requests, Travel Claims and Expense Report; knowledge of policy and procedures.

BUSINESS DIRECTION AND STRATEGY Systems 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

Minimum of 2 years (with master’s degree) or 4 years (with bachelor’s degree) of progressively responsible experience in administrative or programme at the national and/or international level is required.

Fluency in English is required.

Working knowledge of another UN language (Arabic, Chinese, French, Russian, or Spanish) is an asset.

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.

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.

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.

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

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