Administrative and Office Support Analyst (50% Part-time) (Open to Tier 1 & 2 Applicants) (Home Based)

UNDP•New York, NY

4d•Remote

About The Position

The Bureau for Policy and Programme Support (BPPS) has corporate responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan. Together with the Crises Bureau, BPPS forms the Global Policy Network (GPN), a network of global experts and practitioners to connect countries to the world of knowledge, resources and networks of best practice they need to achieve development breakthroughs. Within BPPS, the Effectiveness Group is the custodian of, amongst other programming policies, UNDP’s Social and Environmental Standards (SES) comprising of the Programming Principles applied to Country Programmes and Project level Standards applied to Development Projects/Portfolios through the Social and Environmental Screening Procedure (SESP). UNDP’s SES are underpinned by an Accountability Mechanism with two key components: (i) the Stakeholder Response Mechanism (SRM) that ensures individuals, peoples, and communities affected by projects have access to appropriate grievance resolution procedures for hearing and jointly addressing complaints and disputes related to the social and/or environmental impacts of UNDP-supported projects; and (ii) the Social and Environmental Compliance Unit (SECU) which investigates alleged non-compliance with UNDP’s Social and Environmental Standards and screening procedure from project-affected stakeholders and recommends measures to address findings of non-compliance. To support the implementation of the SRM, the Stakeholder Response Mechanism Coordinator is a key member of the Effectiveness Group, leading UNDP’s SRM efforts that enable stakeholders to engage with UNDP when they believe that a UNDP project may have adverse social or environmental impacts on them; they have raised their concerns with Implementing Partners and/or with UNDP through standard channels for stakeholder consultation and engagement; and they have not been satisfied with the response. The SRM provides a way for UNDP to address these situations systematically, predictably, expeditiously, and transparently. Through the SRM, UNDP Country Offices, Regional Bureaux and Headquarters collaborate in a thorough, good faith effort to resolve outstanding concerns to the satisfaction of all parties, and to document the results to ensure accountability and promote organizational learning. The functions performed by the SRM aim to improve environmental and social outcomes for local communities and other stakeholders affected by UNDP projects by: Enhancing UNDP’s ability to manage risks related to its Social and Environmental Standards, in order to avoid or mitigate social and environmental impacts; Ensuring that UNDP responds to the concerns of project stakeholders (particularly vulnerable groups that are central to UNDP’s programmatic work) with regard to social and environmental risks and impacts; Ensuring feedback and operational learning from the SRM, by integrating SRM requests, responses and results into UNDP’s results-based management, quality assurance processes; and Reflecting and advancing best practices among development institutions, whose stakeholders (including governments, civil society, indigenous peoples, and international partner agencies) increasingly expect social and environmental grievance resolution processes to be a regular, integrated part of project management.

Requirements

Advanced university degree (Master’s degree or equivalent) in Business Administration, Finance, Economics, Accounting, Applied Statistics, International Relations, Diplomacy, Development Studies, or another closely related field is required.
A first-level university degree (Bachelor’s degree) in the above-mentioned fields of study, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
Minimum of 2 (two) years (with Master’s degree) or 4 (four) years (with Bachelor’s degree) of progressively responsible experience in general operations, in particular in programme / project administration at the national and / or international level.
Proficiency in IT software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling web-based management and ERP systems.
Fluency in English is required.

Nice To Haves

Experience in programme and/or project management related to one or more of the following fields: mediation, conflict resolution, community engagement, stakeholder engagement, and/or capacity building ( or related)
Previous work experience with international organizations (e.g., UN agencies, World Bank, INGOs).
Previous experience at UNDP HQ, UNDP Regional Office and/or UNDP Country Office, in project management and budget oversight roles.
Working knowledge of another UN language is an asset.

Responsibilities

Provide general office assistance and handle routine administrative tasks.
Ensure full compliance of administrative, logistics and travel-related activities with UN/UNDP rules, regulations, policies and strategies.
Ensure effective implementation of operational strategies, including administrative and travel management processes.
Keep abreast of updates and changes in administrative, travel and logistics policies, processes and procedures and make updated information available to staff.
Ensure timely response to identified operational bottlenecks and issues.
Keep track of budgetary expenditure and ensure relevant cost codes are provided for expenses
Create travel requests and ensure accuracy of travel data, travel entitlements, advances and travel reports.
Liaise with travel agencies on ticket reservations, issuance, amendments and cancellations.
Monitor and follow up on the timely settlement of travel claims in collaboration with the HQ Travel Unit.
Compile and file all necessary travel-related documents.
Facilitate the collection of information for DSA, travel agencies and other administrative surveys.
Coordinate visa application and hotel reservation processes as required.
Support the organization of national and international conferences, workshops, retreats, missions and meetings, including venue reservation, catering, ICT and interpretation services.
Determine the most appropriate manner in which Corporate SRM will be able to contract local mediators and fund mediation processes.
Liaise with teams to ensure timely submission of reports, plans and documentation.
Follow up on deadlines, commitments and agreed actions.
Extract, compile and analyze administrative- operational data for reporting purposes.
Conduct research and retrieval of statistical data from internal and external sources.
Translate simple correspondence when required.
Maintain the SRM Lead Advisor’s calendar, appointments and daily schedule.
Arrange high-level meetings and coordinate with senior internal and external stakeholders.
Contact and coordinate with high-ranking visitors and partners.
Ensure strict confidentiality and adherence to protocol procedures.
Manage official missions and representation schedules, including travel arrangements, accommodation and required clearances.
Liaise extensively with internal units, UNDP stakeholders and external counterparts on behalf of the SRM Lead Advisor.
Support the organization of meetings, appointments and engagements with partners.
Respond to ad-hoc requests from the SRM Lead Advisor.
Draft correspondence, directives and comments on behalf of the SRM Lead Advisor for signature.
Screen correspondence and requests, ensuring appropriate follow-up.
Coordinate the flow of information and circulation of documents within the office.
Follow up on deadlines, commitments and actions agreed by the SRM Lead Advisor.
Ensure timely delivery and follow-up of official communications.
Prepare briefing notes, background documentation, speeches and presentation materials.
Take minutes during meetings as required.
Assist with data collection, analysis and preparation of reports and presentations to support planning and decision-making.
Develop and maintain training materials related to travel management, administrative and operational processes.
Conduct trainings for personnel on travel management and administrative procedures.
Analyze lessons learned and best practices in travel and operational management.
Contribute to knowledge networks and communities of practice.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.