Administrative Analyst/Head of General Admin Unit -(Nationals Only)

This position is open to Pakistani nationals only 

BACKGROUND

UNDP is working with the Government of Pakistan, civil society, national partners and the people of Pakistan to help find solutions to persistent development challenges. We work to build lasting institutional capacity, provide technical expertise to improve development outcomes, and help link the Government and people of Pakistan to innovative global solutions in areas such as improved data quality and collection, better environmental management, climate change finance and adaptation, strong and accountable governance mechanisms and capacities to respond effectively to conflict and disasters.

In close cooperation with the UNDP Pakistan Programme teams and other units of the Country Office, the Operations team supports the UNDP Country Office and programme implementation through the provision of relevant and timely services in procurement, finance, ICT, General Admin Services, Common Services/Premises management, and Human Resources support areas. In addition, the Operations Team provides a range of administrative services to other UN Agencies and the UN Resident Coordinator Office (RCO). 

Position Purpose: 

Under the guidance and direct supervision of Operations Advisor, the Admin Analyst supervises the execution of varied and inter-related operational and logistical activities, including asset management, travel and transportation, protocol, visa, customs clearance services, and common premises and related services.  He/she analyzes and interprets the operations rules and regulations and provides solutions to a wide spectrum of complex issues. 

The Admin Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit. S/he works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to successfully deliver administrative services.

Key Duties and Accountabilities

• Implementation of operational strategies
• Management of procurement plan development and implementation, supply and assets management
• Effective administrative and financial control in provision of all administrative and common services/premises management 
• Provision of effective and efficient administrative support services
• Effective implementation of assets/inventory, supply management
• Facilitation of knowledge building and knowledge sharing

1) Ensures elaboration and implementation of operational strategies

• Full compliance of general administration activities with UN/UNDP rules, regulations, policies, and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented general administrative services.
• CO business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in general administration of the CO, control of the workflows in the General Administration Unit.
• Analysis of requirements and synthesis of proposals for cost saving and reduction strategies in all services areas.

2) Manages and guides  procurement plan and sourcing strategies and relevant processes for CO, UN Common Premises and at the request of other Agencies

• Timely and duly preparation of procurement plans and monitoring of their implementation.
• Implementation of proper contract management for services and goods under the Unit’s responsible areas as well as leading the unit for relevant procurement processes in full compliance with UNDP rules and regulation. 
• Review and certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Management of procurement contracts and, upon delegation of responsibility, performing the functions of Manager Level 1 in Quantum  and other roles as defined. 
• Preparation of cost-recovery bills for the services handled by the Unit to development projects other UN Agencies.
• Implementation of harmonized procurement services, analysis of requirements and elaboration of proposals on common services expansion in the UN House, efficient contribution to joint initiatives for the UN Agencies in line with the UN reform.

3) Ensures effective administrative and financial control in the office and provision of common services. 

• Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
• Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
• Ensure proper inventory control; issuance of inventory items and supplies.
• Review of travel authorizations, documentation, payments
• Preparation of budget, audit  and other reports.
• Coordination of provision of researched information, reports for audit exercises.
• Maintenance of common services to ensure integrated activities on common services and implementation of the UN reform.
• Proper planning and tracking of common services budget and of Agencies contributions to the common services account.

4) Provision of effective and efficient administrative support services

• Coordination and supervision of support staff engaged in the fields of travel, common services and premises management, motor pool, registry, general services, telephone operator/receptionist, etc.
• Coordination and supervision of  shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies.
• Management of protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.
• Preparation of information on administrative services provided for cost-recovery bills
• Assets management in the CO, ensuring timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.

5) Ensures facilitation of knowledge building and knowledge sharing in the CO

• Organization of trainings for the operations/ projects staff on the Unit’s responsible areas and other relevant operational services.
• Synthesis of lessons learnt and best practices in operational areas.
• Sound contributions to knowledge networks and communities of practice.

Supervisory/Managerial Responsibilities: 

• Ensures maintenance of the proper performance management and staff development systems; 
• Reviews training needs, develops a training plan and makes recommendations to Management for its implementation taking into consideration resources available

Core Competencies

• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work 
• 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 2: Adapt processes/approaches to new situations, involve others in change process
• Act with Determination LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously 
• Engage and Partner LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships 
• Enable Diversity and Inclusion -LEVEL 2: Facilitate conversations to bridge differences, considers in decision making 

UNDP People Management Competencies can be found in the dedicated site. 

S/he is not afraid to take decision and action when and as needed; Provide positive and constructive feedback; Create a working environment where people are engaged and want to do their best; empower and enables team members to perform and have a positive workplace experience; Align people and resources with organizational vision, strategy, objectives; Address conflict in a timely manner, not allow conflicts in teams linger.

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

Administration & Operations: Building, facilities & office space management. Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate

Business Development-Knowledge Generation: Ai Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate

Business Management - Portfolio Management: Ability to select, prioritize 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 optimizing return on investment

Business Management-Resource Management: Ability to allocate and use resources in a strategic or tactical manner in line with principles of accountability and integrity

Business Management-Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns. 

Business Management-Operations Management: Ability to effectively plan organize and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms

QUALIFICATIONS

Education:

• Advanced university degree (master's degree or equivalent) in Business Administration, Public Administration, Finance, Economics, or related field;

OR

• A first-level university degree (bachelor’s degree) in combination with an additional two years of qualifying experience.

Experience, Knowledge, and Skills:

• Minimum of 2 years with master’s degree or minimum 4 years with bachelor’s degree of relevant experience at the national or international level in operations management
• Excellent knowledge of UNDP policy, programme and operations procedures and UNDP financial rules and regulations is desirable.
• Excellent knowledge and hands on experience of handling complex administrative services, common services and common premises in UN system or equivalent setting.
• Excellent interpersonal and communication skills 
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems and ERP financials is an asset.
• Experience of International Public Sector Accounting Standards (IPSAS) and/or International Financial Reporting Standards (IFRS) is required for external candidates.
• Provide appropriate and required administrative and logistical services to the Country Office.
• Experience of managing and coordinating multiple operational services to various clients is an asset.
• Prior working experience with a UN agency is an advantage.

Language Requirements:

• Fluency in English and Urdu language

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

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.

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