Administrative Analyst (Home-Based)

Job Title: Administrative Analyst - IPSA 9 - Home-based

Organization: UNDP

Job Identification: 13196

Location: Home Based, New York, United States

Apply Before: 09/06/2023, 06:59 AM

Job Schedule: Full time

Vacancy Type: International Personnel Service Agreement

Practice Area: Management

Bureau: Bureau for Policy and Programme Support

Contract Duration: 1 Year with Possibility for extension

Education & Work Experience: Master's Degree - 2 year(s) experience OR Bachelor's Degree - 4 year(s) experience

Required Languages: English

Vacancy Timeline: 2 Weeks

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 United Nations Development Programme (UNDP) is the knowledge frontier organization for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy and programme work, carried out at HQ, Regional and Country Office (CO) levels, form a contiguous spectrum of deep, local knowledge to cutting-edge global perspectives and advocacy. Within this context, UNDP invests in 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. 

The UNDP Tax for SDGs Initiative is managed by the Bureau for Policy and Programme Support (BPPS’s) Sustainable Finance Hub (SFH), with resource persons embedded in the SDG Finance Teams in Amman, Bangkok, Istanbul, Panama and Pretoria.  

The UNDP Tax for SDGs Initiative expands on the joint OECD/UNDP Tax Inspectors Without Borders Initiative (TIWB), supported by UNDP through one of its workstreams. Tax for SDGs has a particular emphasis on linking tax administration and tax and fiscal policies with the broader SDGs. Building on UNDP Country Office portfolios and already existing engagements with Ministries, UNDP will bring a stronger focus on the role of tax and fiscal policy in achieving Agenda 2030. The project places a particular focus on reducing gender and social inequalities in tax and fiscal policy as well as taking forward climate action and environmental goals, and health outcomes. Representing the views of developing countries in the global normative tax discussions is critical and to this effect Tax for SDGs will also work to bring evidence and perspectives from developing countries into the regional and international discussions on taxation. 

In view of increased travel by the team and TIWB experts, organization of annual conference on Tax and SDGs  and Quantum travel support/guidance required by the CO teams, Tax for SDGs Initiative is seeking for an Administrative Analyst to help the team coordinate and operationalize its travel arrangements and other administrative processes. 

Duties and Responsibilities 

Providing efficient and effective administrative and logistical support: 

• Coordinate and create travel requests ensuring accurate and complete data entries;
• Create and/or update Travel profiles in UNall portal when/if required;
• Liaise with the travel agencies on the ticket reservations, issuance, amendments/cancellations;
• Coordinate visa application as may be required (Drafting Note Verbales, submitting visa requests through UNAll etc.);
• Verify the accuracy of travel entitlements for travel advances and travel reports;
• Monitor and follow-up on settlements of travel claims;
• Compile and fill necessary travel-related documents for audit purposes;
• Keep abreast of updates/changes in the UNall Travel Module and making new/updated information available to staff;
• Liaise with respective UNall/GSSC depatments on any issues related to delays and pending disbursement of travel entitltmenets ensuring timely resolution; 
• Support the collection of information for DSA, travel agencies and other administrative surveys;
• Support 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, preparation of logistical notes etc.;
• Provide guidance to the CO teams implementing the Tax for SDGs initiative on travel-related and other aspects vis-à-vis Quantum considerations. 

Ensuring effective implementation of operational strategies:

• Ensure full compliance of administrative and logistics activities with UN/UNDP rules, regulations, policies and strategies;
• Support the recruitment of personnel (IPSAs, UNVs, interns, etc.) as might be required;
• Support the procurement of basic goods and services through market research and collecting quotations and proposals;
• Raise E-requisitions and create PO receipts as per established Standard Operating Procedures;
• Support the payment processes to consultants and suppliers;
• Backstop other team members and perform other duties related to this position as may be required by Supervisor. 

 Institutional Arrangement

1. The  Administrative Analyst will report to the Head of Tax for SDGs, with technical reporting to the Operations Specialist, Tax for SDGs.
2. Throughout the project implementation, collaboration and coordination with the rest of the UNDP Tax and TIWB  team as well as SFH Project Management Support Team will be required. The PSA Holder will be expected to liaise with various teams in BPPS and UNDP, as well as with travelers.
3. The position is home-based.
4. The work may entail duty travel. In case of such travel, travel expenses will be covered by UNDP in accordance with the UNDP rules and regulations. 

Competencies 

Core
Achieve Results:	LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:	LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously:	LEVEL 2: Go outside comfort zone, learn from others and support their learning
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 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
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 o 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    Administration and Operations ERP travel and expense module  Knowledge of the ERP Travel and Expense Module; ability to provide help desk support to UNDP and other UN agencies    Finance Budget Management Ability to support budgetary aspects of work planning process, drawing and management of team budgets    Procurement   Supplier/relationship management    The ability to acquire goods, services or works from an outside external source

Required Skills and Experience

 

Min.  requirements	Master’s degree in development studies, political science, social sciences, business administration or other relevant disciplines is required. Bachelor’s degree in development studies, political science, social sciences, business administration or other relevant disciplines with additional two years of relevant work experience may be considered in lieu of Master’s degree.
Min. years of relevant work experience	At least 2 years of demonstrated UNDP experience in administration, operations and/or project management with Master’s degree OR at least 4 years of demonstrated UNDP experience in administration, operations and/or project management with Bachelor’s degree is required.
Required  skills	At least 2 years of experience in coordinating and processing business travels 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 ERP and web-based management systems  is required.
Desired skills in addition to the competencies covered in the Competencies section	Demostrated experience in coordinating and processing logistical arrangements for global/regional events is highly desirable. Experience in supporting procurement processes  is desirable. Experience in supporting recruitment processes is desirable. Experience in monitoring and revising project budgets is an asset. Experience in guiding project personnel on various UNDP project management and operations matters is desirable.  Hands-on experience with Atlas & Quantum ERP is a distinct advantage.
Required Language(s)	Fluency in written and spoken English is required.
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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