Overview of position

The United Nations {UN} Multi-sectoral seeks for an Administrative Analyst. Under the overall guidance and supervision of the Chief of Operations, the incumbent assists in the overall management of common premises related services, administers and executes processes and transactions ensuring high quality and accuracy of work. Administrative Analyst promotes client, quality and results-oriented approach. Administrative Analyst works in close collaboration with the other members of the Operations team, Programme and projects staff in the Regional Hub and other UN agencies staff to exchange information and ensure consistent service delivery. The United Nations adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, the UN personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration. The key results have an impact on the efficiency of the common premises and other administrative services in the Regional Hub. Accurate analysis and presentation of information thoroughly researched and fully documented work strengthens the capacity of the Secretariat and facilitates subsequent action by the supervisor. The incumbent’s own initiative is decisive in results of work and timely finalization.

Duties and Responsibilities

Provides support in implementation of the secretariat operational strategies, focusing on the achievement of the following results:

• Ensure full compliance of the secretariat administrative activities with UN/UNDP rules, regulations, policies and strategies; Advises Senior management on the procedures’ compliance.
• Preparation of the annual results-oriented work plans for the Common premises management.
• Development and elaboration of solutions for the implementation of cost-saving and cost-reduction strategies in consultations with the Office management.
• Supports the elaboration of the internal standard operating procedures (SOPs) ensuring efficient provision of the administrative services.

Ensures effective and efficient provision of administrative and logistical support services, focusing on the achievement of the following results:

• Coordination and supervision of cleaning support staff, general services, building management, drivers logistics.
• Presentation of thoroughly researched information for planning of financial resources for administrative services.
• Maintenance of protocol matters, registration of staff, coordination with central/regional/local authorities on space and other administrative matters.
• Quality assurance of and preparation of correspondence, directives, interoffice memo and other official communication on behalf of senior management.
• Coordination and organization of shipments and customs clearance, insurance, space management, procurement of furniture and supplies for the office.
• Coordination administrative surveys, surveys for organization of common services.
• Support in assets and inventory management in the secretariat.
• Assist with various security related matters.
• Submission of information on administrative services provided for cost-recovery bills.
• Coordination of pouch related matters. Informs staff on schedule of diplomatic pouch.
• Maintenance of administrative control records such as commitments and expenditures of the Hub’s common premises and other administrative budgets.
• Supplier maintenance in Quantum.
• Makes sure that all suppliers providing services to the secretariat for the office needs are timely paid

Ensures proper common premises/services management focusing on achievement of the following results:

• Maintenance of common services/office space management to ensure integrated activities on common services.
• Liaison with the space management company on a variety of administrative issues.
• Planning and tracking of common services budget and Agencies contributions to the common services account.
• Records and monitors issues related to utilities payments.
• Prepares and maintains MoUs with UN Agencies on the occupancy of common premises.
• Maintains office space plans, supports with the relocations within the Hub.
• Negotiates and liaises with third-party service providers.
• Coordinates and supervises staff engaged in common premises/services administrative activities.
• Prepares and carries out emergency protocols and procedures.
• Arranges requisitions of office supplies and equipment and arranges control of distribution and maintenance of appropriate inventory records.

Supervision of drivers and coordination of maintenance of the office cars:

• Acts as drivers dispatch in the office. Coordinates activities between drivers, management, and other staff members on daily basis through driver booking system. Keep track of drivers' activities and availability of vehicles.
• Supervises drivers and prepares monthly reports of fuel invoices through automatic report creation.
• Oversees cost-savings and monitors proper use of office vehicles through daily vehicle logs created by drivers.
• Coordinates transfers and vehicle requests of programme staff and engages drivers accordingly.

Ensures Knowledge sharing in the secretariat focusing on the achievement of the following results:

• Facilitate collection and analysis of data on skill gaps and needs to enhance staff knowledge and capacities including in relation to corporate procedures, policies and POPP.
• Facilitate organization staff gatherings retreats.
• Facilitate developing an inclusive culture within the team.
• Together with HR develop models for fast-track on-boarding of newcomers focusing on understanding the UN Team culture, basic corporate and IRH rules and processes.
• Advice senior management on actions contributing to more effective business interactions among staff in hybrid mode workspace.
• Training staff on the administrative procedures, carrying induction/on-boarding trainings for newcomers.
• Briefing/debriefing of staff members on issues relating to area of work; provision of advice and administrative support.
• Sound contributions to knowledge networks and communities of practice.

Supervisory/Managerial Responsibilities:

• The Administrative Analyst supervises and leads the staff of the administration unit.

Key Competencies

Core Competencies

• Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
• Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
• Go outside comfort zone, learn from others and support their learning.
• Adapt processes/approaches to new situations, involve others in change process.
• Able to persevere and deal with multiple sources of pressure simultaneously.
• facilitator/integrator, bring people together, build/maintain coalitions/partnerships.

People Management Competencies:

• UN People Management Competencies can be found in the dedicated site.
• Cross-Functional & Technical Competencies
• Building, facilities & office space management; Knowledge and ability to facilitate the renovation and upgrade of offices.
• Inventory management; ensure sufficient inventory items are available for use.
• Management of shipments; Knowledge of regulatory frameworks and processes related to management of shipments.
• System Thinking; Ability to use objective problem analysis and judgment to understand how interrelated elements coexist
• Portfolio Management; Ability to select, prioritize and control the organization􀂶s programmes and projects, in line with its strategic objectives and capacity.
• Effective Decision Making; Ability to take decisions in a timely and efficient manner in line with one’s authority,area of expertise and resources.
• Vehicle Management; Knowledge of policy & procedures on fleet management.

Required Skills and Experience

Education:

• Master’s degree or equivalent in business or public administration/management, law, social sciences, finance or similar.
• Bachelor’s degree in combination with 2 years of qualifying experience will be given due consideration in lieu of the Master's degree.

Experience:

• Up to 2 years (with Master’s degree) or 2 years (with Bachelor’s degree) of relevant experience at the national or international level in providing administration and/or programme support services.
• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages is required.
• Experience in working with UN agencies and international organizations is an asset.
• Experience in maintenance of office space management is an asset.
• Experience in protocol matters, registration of staff, coordination with local authority on space and other administrative matters is desirable.
• Experience in coordination and organization of shipments and customs clearance, insurance, space management, and procurement of supplies for the office is desirable.

Languages:

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English French is required. Knowledge of another UN official language is an advantage.

Assessment:

• Qualified applicants may be evaluated through a UN competency-based interview and/or other assessment methods.

Special Notice:

By accepting an offer of appointment, Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. United Nations Considerations: According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity