Back Administrative Analys with UNDP Regional Hub in Amman-NOA

Under the overall guidance and supervision of the Operations Manager, the Operations Analyst guides the overall administration and execution of varied and inter-related operational and logistical activities, ensuring high quality and accuracy of work. He/she analyzes and interprets rules and regulations and provide solutions to complex issues related to the administrative/operations work.  The Operations Analyst promotes a client, quality and results-oriented approach.
 
The Operations Analyst works in close collaboration with the Operations and Programme staff in the Regional Hub, UNDP HQ staff, relevant staff at COs to exchange information and ensure consistent service delivery.

The incumbent is responsible for the supervision of logistical and technical support services to the Regional Hub in all matters related to logistics, travel, protocol and visas, and customs clearances in compliance with rules and established procedures.

Summary of Key Functions:

1. Administration and implementation of operational strategies
2. Ensure proper provision of effective and efficient administrative support services, including in protocol related issues
3. Management of assets and inventory 
4. Facilitation of knowledge building and knowledge sharing

1. Provides analytical inputs to elaboration and implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, analysis of parameters in support of proper design and functioning of a client-oriented administrative management system.
• Analysis of information and provide advice on the procedural processes to the management.
• Appropriate application and interpretation of administrative rules, regulations, policies and procedures.
• Contribute to the preparation of the Hub administrative and logistical business processes mapping and elaboration of the internal standard operating procedures (SOPs). Ensures that SOPs are clearly communicated and eliminate any misunderstandings that may arise from interpretation of policies and procedures.
• Ensure proper interpretation of Jordanian Government policies in respect of issues related to logistics, protocol, residencies, and visas.
• Preparation of administrative team results-oriented workplans.
• Analysis of proposals and implementation of cost saving and reduction strategies in consultations with office management.

2.   Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:

• Establishing and maintaining communications channels between UNDP Regional Hub and the Jordanian authorities and diplomatic representatives regarding all issues related to the activities of the Regional Hub.
• Maintaining close contact with relevant Government officials to ensure application of privileges and immunities.
• Supporting and following up on protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.
• In coordination with HR, Procurement and Security, manage all the submissions to the Jordanian authorities for visa, residency, shipments and customs clearance, appraise new procedures and provide suggestions on corrective measures.
• Coordination and supervision of shipments and customs clearance requests formalities and applications for exemptions, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies.
• Undertake delivery and improvement in administrative support and office services including space management, transport services, vehicle use and maintenance, conference and travel arrangements, mail and delivery services, office supplies and bill payments of utilities.
• Proper management and maintenance of premises and common services related contracts;
• Implementation of new corporate tools such as the Travel & Expense Module and acting as resource person to colleagues in the hub and COs on the use of the module.
• Act as Travel Processor (first level approval) for all hub related travel requests.
• Participates in the reviews of the contractual arrangements related to administrative support (i.e. courier, premises maintenance, vehicle maintenance, fuel, cleaning services, etc.) to ensure that the terms and conditions of all contracts are being adhered to by providers of services.  Proposes to supervisor any changes that may be required.
• Submission of information on administrative services provided for cost-recovery bills, as applicable;
• Presentation of thoroughly researched information for planning of financial resources for administrative services as well as for audit exercises.
• Coordination and supervision of administrative/support staff engaged in the fields of general services, conference services, travel and office transportation.

3.   Ensure proper control to assets and inventory management, focusing on achievement of the following result:

• Proper management and control of assets and inventory of the hub.
• Management of Assets and inventory in ATLAS ensuring assets and inventory records are up to date and identification of problem areas in the inventory system.
• Ensure proper tagging of all furniture/equipment upon receipt from the supplier.
• Proper inventory control, timely preparation and submission of periodic inventory report, monitor and supervise proper issuance of inventory items and supplies.
• Administer physical assets disposal.  Review of assets and recommendation of physical assets for disposal.  Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in Atlas of all the requisite details for recording disposals. Oversight of disposal of items and accuracy of inventory data
• Ensuring the conduct of the annual physical assets and inventory verification exercise and ensuring the accuracy of records.
• Coordinates all reporting and certifications related to inventory and asset management.
• Coordination of the provision of reliable and quality office supplies

4. Support knowledge building and knowledge sharing in the hub, focusing on achievement of the following results:

• Participation in the organization of training for the operations/programme staff on administration, logistics and travel.
• Briefing to staff members on general administrative matters; provision of advice and administrative support.
• Synthesis of lessons learnt and best practices in related areas.
• Contributions to knowledge networks and communities of practice.

Core 
Innovation
Ability to make new and useful ideas work 
Level 4: Adept with complex concepts and challenges convention purposefully

Leadership
Ability to persuade others to follow 
Level 4: Generates commitment, excitement and excellence in others

People Management
Ability to improve performance and satisfaction 
Level 4: Models independent thinking and action

Communication
Ability to listen, adapt, persuade and transform 
Level 4: Synthesizes information to communicate independent analysis

Delivery
Ability to get things done while exercising good judgement 
Level 4: Meets goals and quality criteria for delivery of products or services

Technical/Functional

Operational Efficiency:
Ability to identify and execute opportunities to improve operational efficiency 
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

 Resource Allocation:
Ability to distribute resources in a strategic or tactical way 
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Office Administration:
Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs 
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

 Building Strategic Partnerships
Ability to maintain information and databases
Analyzes general information and selects materials in support of partnership building initiatives Jordanian or residents of the duty station (Jordan) and have been accorded legal working statues by the government 
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Job Knowledge/Technical Expertise:
Fundamental knowledge of processes, methods and procedures
Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Promoting Organizational Change and Development:
Presentation of information on best practices in organizational change
Documents ‘best practices’ in organizational change and development within and outside the UN system
Demonstrates ability to identify problems and proposes solutions
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Promoting Organizational Learning and Knowledge Sharing
Basic research and analysis:
Researches best practices and poses new, more effective ways of doing things
Documents innovative strategies and new approaches
Identifies and communicates opportunities to promote learning and knowledge sharing 
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Design and Implementation of Management Systems:
Data gathering and implementation of management systems
Uses information/databases/other management systems
Provides inputs to the development of simple system components
Makes recommendations related to work procedures and implementation of management systems
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Client Orientation:
Maintains effective client relationships:
Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
Responds to client needs promptly
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Promoting Accountability and Results-Based Management:
Gathering and disseminating information:
Gathers and disseminates information on best practice in accountability and results-based management systems
Prepares timely inputs to reports
Maintains databases
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Education: 
Master’s Degree in Business Administration, Public Administration, Finance, Economics or related field.
Or Bachelors’ degree in Business or Public Administration. combination with 2 additional years of relevant and qualifying experience may be accepted in lieu of the advanced university degree;

Experience:  
Up to Two years (with master’s degree) or 2 years (with bachelor’s degree) of relevant experience in administration or programme support service at the national or international level.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Experience in handling of web-based management systems.

Language Requirements: 
Fluency in the English and Arabic languages both written and oral is required.
Working knowledge of other UN language is desirable

Nationality
Jordanian

Other: 
Non-Smoking environment

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: 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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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Contract Duration: 1 Year with possibility for extension