Administrative Analyst

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.

Key Duties and Responsibilities

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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 3 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 3 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 or 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.