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

Note: The job is a remote job and is open to candidates in USA. United Nations Development Programme (UNDP) is responsible for developing policy and guidance to support its Strategic Plan. The Administrative and Office Support Analyst will provide general office assistance, ensure compliance with administrative policies, and support travel and logistics management.

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

Skills

• 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
• 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

Company Overview

• The United Nations Development Programme (UNDP) is the UN's global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. It was founded in undefined, and is headquartered in New York, New York, US, with a workforce of 1001-5000 employees. Its website is https://www.undp.org/.

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