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UNDP · 18 hours ago

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

United States

Full-time, Part-time

Remote

Entry, Mid Level

2+ years exp

UNDP is an international organization focused on development and policy support. They are seeking an Administrative and Office Support Analyst to provide general office assistance, ensure compliance with administrative policies, and support travel administration and logistics for the Stakeholder Response Mechanism.

Enterprise SoftwareNon ProfitGovernmentHumanitarian

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

Qualification

Programme/project administrationIT software proficiencyTravel policy knowledgeStakeholder engagementCommunity engagementConflict resolutionWorking knowledge of UN languageEvent managementFluency in EnglishCommunication skills

Required

Master's Degree - 2 year(s) experience OR Bachelor's Degree - 4 year(s) experience

Fluency in English is required

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

Preferred

Working knowledge of another UN language is an asset

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