Administrative Analyst
Job Opportunity In UNDP
Position: Administrative Analyst
Job ID: 37264
Practice Area – Job Family Management –
ADMINISTRATION
Vacancy End Date: 26/05/2021 (Midnight New
York, USA)
Duty Station: Kathmandu, Nepal
Education & Work Experience: I-Master’s
Level Degree – 2 year(s) experience
Languages
Required:
Desired: English, Nepali
Grade: NOA
Vacancy Type: FTA Local
Posting Type: External
Bureau: Management
Contract Duration: 1 Year with possibility
for extension
Background
UNDP has been supporting the Nepalese people
in their struggle against poverty since it opened an in-country office in 1963.
Much of this support has gone to building up the capacity of government
agencies, civil society and community groups to fight poverty, and to bringing
these groups and Nepal’s development partners together to design and implement
successful projects to contribute to the achievement of Nepal’s development
objectives.
In parallel to the roll-out of its new Country
Programme, 2018-2022, UNDP Nepal has recently re-organized internally and
moving towards strategically re-positioning UNDP’s contributions in support of
the Sustainable Development Goals and collaboration with national development
partners. Nepal is transforming itself in a federal state as per its new
Constitution which has implications for how UNDP engages with national and
sub-national authorities. Meanwhile, Nepal’s GNI continues to grow, making
graduation from LDC status a scenario for which UNDP needs to begin planning and
adapting to different models of development cooperation.
In
this context, under the guidance and direct supervision of the Operations
Manager, the Administrative Analyst ensures effective delivery of
Administrative services. He/she provides the overall administration and
execution of varied and inter-related operational, logistical activities and
security related matters, ensuring high quality and accuracy of work. He/she
interprets and applies Administrative policies, rules and regulations,
implements internal procedures and provides solutions to a wide spectrum of
Administrative issues.
The
Administrative Analyst works in close collaboration with the Operations,
Programme Teams and projects’ staff in the CO, Regional Security Adviser and
other UN agencies staff to exchange information and ensure consistent service
delivery.
Duties and
Responsibilities
1. Ensures
effective and efficient management of the UN House Facilities and Common
Services, achieving the following results:
·
Ensures
systematic management of the overall facilities in the UN House, including
office space, common areas, telephone communications, conference hall, parking
space, cleanliness, electricity supply and running water;
·
Supervises
and monitors the tasks of the outsourced service providers, including
generators, EPABX, public addressing system, fire alarm, air-conditioners,
electricity supply system, water treatment plant, solar lights, building
maintenance, and cleaning company, for quality assurance and timely delivery;
·
Take
a lead role in the renewal of the Insurance coverage of the UN Buildings and
their contents, including updating of the underwriting data, payment of the
premium to UN Insurance Section etc;
·
Manages
the lease agreements of the rented office/storage space, including preparation
of lease agreement, MOUs, timely renewal, amendment, and termination, where
building management services are to be extended;
·
Develop
annual UN House Work Plan to ensure preventive maintenance of buildings and
equipment and obtains UN House Board approval;
·
Initiate
Business Case/Makes proposal/s and plan/s for renovation, alteration,
modification or new construction, including cost estimates and operating
modality and submits them to the UN House Board and RC for review and approval;
·
Carry
out day-to-day management oversight function of the UN Dispensary, particularly
aesthetics, overall hygiene and service requirements and brief the OMT on its
status from time to time;
·
Supervise,
guide and develop a team of around eight Common Services staff (from GS1 to GS
6 levels) for provision of quality services to the UN Agencies.
2. Ensures
elaboration and implementation of common services strategies, achieving the
following results:
·
Liaises
with members of the UN House Board and OMT on Common Services (CS) procedural
functions, network with regional Common Services experts and/or UNDG on
technical and country issues pertaining to CS;
·
Advises
the Chair of the UN House Board and OMT on possibilities of new common services
and provide option reports, including cost benefit analysis, business plans,
procedures and Implement them when approved;
·
Arrange,
coordinate and facilitate OMT Retreats/planning meeting to develop Annual Work
Plan intended to harmonize and simplify operational and administrative
procedures and practices. Coordinate with concerned task forces or agency for
timely implementation of work plan and arrange briefing meetings on the status
of achievements;
·
Arrange
and coordinate the UN House Board/OMT meetings, provide secretariat support and
make follow up with concerned agency or task force for the effective and
efficient implementation of decisions made;
·
Prepare/update
Memorandum of Understanding for the use of Common Premises and Services as and
when new agencies are adopted into the UN House.
3. Ensures
smooth management of procurement process related to CS Unit, focusing on the
following results:
·
Draft
the Terms of Reference, review Request for Proposals and Contracts before
finalization as necessary;
·
Ensure
that resource conserving and cost effective yearly procurement plan is prepared
and approval obtained;
·
Monitor
constantly contract validity and contractor’s compliance to performance
standard in line with terms, conditions, specifications and statement of works.
Evaluate and assess services provided by the contracted firms and prepare
evaluation reports as required. Make appropriate recommendations, supported by
justification, to the Operations Manager and/or UN House Board or OMT for next
course of action;
·
Certify
and confirm contractual transactions through the interpretation and
determination of applicable policies and procedures. Provide advice to the
Operations Manager with alternative solutions in the case of deviations;
·
Manage
the CS Inventory that comprises spare-parts for machineries, cleaning,
electrical and emergency supplies, applying standard inventory management
procedures and requisites of UNDP Internal Control Framework (ICF).
4. Manages
the CS Budgets focusing on the following results:
·
Forecast
annual budget requirement and draft the budget proposals for Common Services
(OMT), Fuel Management, Emergency Supplies Management and Building Management
Services. Present the draft budgets to appropriate inter-agency bodies for
review and approval;
·
Generate
Awards in ATLAS Projects for each of the budgets and establish ASLs based on
approved budget amounts;
·
Ensure
that agency contributions are collected on time through the issuance of ATLAS
Invoices and timely application of revenues into the ATLAS;
·
Monitor
the relevant ATLAS Projects constantly to ensure that expenditures are made in
accordance with the planned activities and in line with the financial policy,
procedures and regulations;
·
Review
and revise the budgets in consultation with UN Agencies as necessary;
·
Verify
bills and invoices for correctness against PO or Contract and certify them for
payment;
·
Prepare
quarter-yearly and year-end financial statement and report to the agencies the
income and the expenditure status of relevant projects;
·
Carry
out, under delegated authority, the approval function as Manager Level-1 for
transitions related to the CS Operations.
5. Ensures
provision of efficient support functions to CO, projects, and UN Agencies
focusing on achievement of the following results:
·
Effective
leadership in teaming up for the support function area in Registry, transport,
travel, Protocol including Visa, Shipments;
·
Ensures
client oriented services is provided to different stake holders;
·
Ensure
efficient management of CO transport support in compliance with UNDP rules of
vehicle management;
·
Preparation
and implementation of Standard Operating Procedures (SoPs) related to General
Administration such as Travel, Transport;
·
Responsible
for preparation of ToRs for Travel, Customs Clearance services for joint
procurement processes when led by UNDP;
·
Ensure
scientific Inventory System for Stationeries maintained.
6. Provide
assistance in the implementation of the security plan and all matters relating
to safety and security operations and management, to achieve the following
results:
·
Develop
and assist in the implementation of the Country Office Security Plan
·
Ensure
MOSS/MORSS compliance of UN/UNDP personnel, offices, residences and equipment;
·
Provide
inputs to UNDSS in the preparation of comprehensive Security Risk Assessments;
·
Provide
timely and accurate security advice to staff and management;
·
Ensure
adequate liaison with UNDSS, UN agencies, diplomatic mission, government
agencies and other relevant entities.
7. Ensures
facilitation of knowledge building and knowledge sharing in the CO focusing on
achievement of the following results:
·
Build
on the knowledge on Common Services Operations including facility management
and coordination and provide support as the CSE to the CO and other country
offices as required;
·
Contribute
to the knowledge networks and communities of practice, e.g. Procurement,
Finance and HR Networks;
·
Share
the lessons learnt with relevant colleagues in the CO and practice networks;
·
Foster
Team Building and sharing of knowledge and staff encouraged for learning and
sharing the wealth of knowledge that exists.
Competencies
In
this section list all core competencies as well as the most relevant
technical/functional competencies the role will require along with the
appropriate level. A Detailed list of competencies can be accessed through the
following link: https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx
Required
Skills and Experience
Education:
·
Master’s
degree in Management, Social Sciences, Economics or related area
Experience:
·
Up
to 2 years of relevant experience at the national or international level in
providing facilities management services and/or managing staff and operational
systems. 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.
·
UN/UNDP
experience is an asset.
Language
Requirements:
·
Proficiency
in English and Nepali
·
Disclaimer
Workforce
Diversity:
UNDP
is committed to achieve work force diversity and has a policy to have gender
balance among staffs at all levels. Work experience and/or academic knowledge
in relation to gender and social inclusion will be an added advantage.
Qualified Women, Dalits, Janjatis, Madhesis, Persons with Disabilities, gender
and sexual minorities and other minorities are specially encouraged to apply.
All
applications will be treated with highest confidentiality.
