Administrative Analyst - New York, United States - UNDP

Description

Job Description

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.

The Office of the Ombudsman for the United Nations Funds and Programmes (the "Office of the Ombudman") acts for five UN Funds and Programmes (UNDP/UNFPA/UNICEF/UNOPS/ UN Women) and is an independent, confidential, neutral and informal dispute resolution resource to provide a safe place, in which all staff members and related personnel freely bring forward workplace issues or concerns.

The Office of the Ombudsman functions as an independent pillar of the integrated Office of the United Nations Ombudsman and Mediation Services (UNOMS).

The work of the Office of the Ombudsman has evolved both in terms of the type of services rendered and the geography of the cases managed. This newly created role and function of the Administrative Analyst will provide administrative, budget, finance, human resources management support to the Office of the Ombudsman.

Position Purpose

Under the overall guidance and supervision of the Ombudsman, and working closely with the Deputy Ombudsman, the Administrative Analyst provides overall support and advisory services to the Office of the Ombudsman on matters related to budget, finance, human resources management, data analysis and communications.

Duties and Responsibilities

1. Ensure effective administrative services
   • Oversee all matters, as delegated and required by the Ombudsman, pertaining to the administration and effective functioning of the Office.
   • Regularly review organizations' policies and guidelines for modifications or updates and bring these to the attention of the Ombudsman and personnel.
   • Serve as focal point for organizational reviews.
   • Develop procedures and workflows consistent with organizational rules, regulations and practices and ensure these are implemented by the offices.
   • Manage matters relating to office space and procurement of IT equipment, and other services required for the effective functioning of the offices.
   • Coordinate asset management for the office with timely preparation and submission of periodic inventory reports as well as physical verification of inventory items.
   • Serve as staff attendance and leave monitor. Coordinate schedules of office events and travel calendar as well as annual leave schedules.
   • Ensure travel arrangements for the office are in compliance with established corporate rules and procedures. Provide guidance on travel arrangements and intervene as needed to handle emergencies or matters requiring special attention.
   • Serve as performance management focal point in accordance with system requirements.
   • Provide logistical support to administrative assistants during the organization of workshops, meetings and conferences.
   • Prepare data analyses and presentation on the work of the office.
2. Ensure Strategy, Budget and Financial Services
   • Contribute in the preparation of the office strategy and implementation plans from an operational perspective.
   • Provides advice and guidance to the Ombudsman and the personnel on budgetary and financial procedures.
   • Facilitate the preparation of an integrated workplan (IWP) and annual quarterly budget.
   • Submit periodic budget report to the Ombudsman to track and monitor budgetary expenditures.
   • Manage the office budget and financial account and serve as certifying officer.
   • Liaise with the organizational focal points on budget matters related to the clearance of funds, financial arrangements and cost sharing arrangements for the office.
   • Perform as Quantum Manager level1 role to process travel and procurement approvals and management payments and contractual matters for consultants.
3. Provide effective human resources services
   • Advices the Ombudsman and guides the personnel on HR policies, rules, regulations, procedures and other related matters.
   • Drafts vacancy announcements for positions for review by the Ombudsman and coordinates on job and consultancy management.
   • Ensures timely and efficient recruitment processes - screening of applicants, coordinates interview schedules and technical assessments, liaises with candidates in the various stages of the recruitment process.
   • Keeps records and maintains recruitment files for all personnel ensuring all relevant documentation is kept up to date.
   • Provides relevant information to the Ombudsman with regards to contract expiration dates and requests extensions when required.
4. Manage communications, strategy support and workflow
   • Manage communication flow in the office ensuring timely responses to incoming and outgoing correspondence, emails and telephone calls.
   • Under the supervision of the Deputy Ombudsman, supports communication with visitors, case inake and other related matters as required.
   • Communicates routine and non-routine information pertaining to the work of the team.
   • Establishes and maintains the office filing and reference systems and ensures the inter/intranet websites are up to date and accurate.
   • Facilitate the preparation of presentations, briefs, policy documents and reports relevant to the work of the office.
   • Manage translation of texts, follow up and ensure timely submission of translations and check final texts before posting on website.
   • Contributes to the preparation and publication of the annual report.
5. Facilitation of knowledge building and management
   • Actively contributes to knowledge networks and communities of practice.
   • Demonstrate leadership in embracing and implementing Digital Transformation internal office processes.
   • Organization of specialized trainings for protocol and administrative I logistic functions;
   • Ensures availability of coverage and backstopping for the Director and Deputy Director during missions/travels.

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

Competencies

Core Competencies - UNDP Core Competencies can be found here.

• Achieve Results: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
• Learn Continuously: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
• Act with Determination: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

• Business Direction & Strategy
  • 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
• Business Development
  • Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.
• Business Management
  • Portfolio Management: Ability to select, prioritise and control the organization's programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimising return on investment.
  • Communication: Ability to 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.
• Ethics
  • UN policy - knowledge: Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity
• Digital & Innovation
  • Behavior change communication/communication for development: Knowledge of appropriate digital communication methodologies for development and behaviour change, and ability to apply them practically
• HR - recruitment
  • Recruitment design and management: Knowledge of, ability to design and manage end to end recruitment processes

Required Skills and Experience

Education:

• Advanced University Degree (Masters or equivalent) in Business or Public Administration, Finance, Accounting, Law or any other related field, OR
• A first level university degree (Bachelor's degree) in the areas mentioned above in combination with two additional years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Experience:

• Minimum of 2 years (with Master's degree) or 4 years (with Bachelor's degree) relevant experience in administration or operations, is required.
• Experience in a field related to the work of the Office of the Ombudsman is an asset.
• Experience in the usage of computers office software packages (MS Word, Excel, etc) and web-based management systems such as ERP is required.
• Knowledge of integrated management information systems is required.
• Previous experience with Quantum or other ERP systems such as Atlas is a strong asset.
• In-depth knowledge of UN operational policies and procedures is desired.
• Demonstrated abilities in organizational planning including strategic planning and prioritizing skills and abilities is desired.
• Ability to deal patiently and tactfully with visitors is desired.
• Demonstrated abilities in high sense of confidentiality, initiative and good judgement is desired.
• Ability to work effectively with people of different national and cultural background is an advantage.
• Demonstrated ability to work in a team environment to achieve common goals and to provide guidance to other support staff is desired.

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.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.