UNDP Administrative Analyst Jobs in Ethiopia

UNDP Administrative Analyst Jobs in Ethiopia

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Position Purpose

The Administrative Analyst works in close collaboration with the Operations, Programme and Projects staff in the CO, Regional Service Center (RSC) and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Ensures implementation of operational strategies, effective and efficient provision of administrative support services, focusing on achievement of the following results:

Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;

Support to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs);

Preparation of administrative team results-oriented workplans;

Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management;

Coordination and supervision of support staff engaged in the fields of registry, general services, telephone operator/receptionist, etc;

Managing the Registry in the CO as an important institutional memory for incoming and outgoing communications and files, ensuring that correspondence is correctly coded and filed, and written guidelines on internal communications and registry functions are in place;

Coordination and supervision of travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies;

Presentation of thoroughly researched information for planning of financial resources for administrative services;

Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters;

Submission of information on administrative services provided for cost-recovery bills;

Provision of general administrative services and office space management, including Supervision of cleaning services;

Organization and coordination of workshops, conferences, retreats and high-level events;

Coordination of transportation services, regular vehicle maintenance and insurance;

Leveraging on the GPS System in place and applying the critical Policies on vehicle management, Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report, prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of item.

Ensure effective management of CO Asset, focusing on achievement of the following results:

Appropriate management of all PP&E, Finance Leases, and Intangible Assets used and controlled by UNDP, regardless of their value, in compliance with the UNDP Financial Regulations and Rules, the Internal Control Framework (ICF) and the POPP content;

In compliance with International Public Sector Accounting Standards (IPSAS), as well as with accurate reporting of Assets, perform periodic verification of the existence of assets; assessing assets for impairment; reconciling physical verification results to the records; as well as internal controls and checks to ensure completeness and accuracy of records;

Ensure the registration of both fixed and non-fixed assets (e.g., furniture, electrical equipment, heavy machinery, attractive items, etc.) irrespective of their value and follow up the migration of all assets with a value of US$5000 to Quantum asset module or the UNDP Asset Book by reviewing the list of POs greater than US$5000 on a monthly basis to ensure proper capitalization, and taking corrective action through manual addition for fixed assets not capitalized through PO;

Follow up fixed asset disposal submissions are prepared using the Request for Asset Transfer or Disposal (RADT) Form and submitted to the Local CAP or ACP based on disposal values as required and approved by the Resident Representative;

Fixed asset transfers are recorded using the RADT form and location changes in Atlas Asset Module are affected in a timely manner;

A log of fixed assets on loan to staff members is maintained and through separation clearance, such fixed assets are returned by staff members when they are reassigned or separated from service (it is recommended that this log

is reconciled on a quarterly basis throughout the year);

Adequate physical controls are in place to ensure all assets belonging to UNDP office are safe and secure e.g., a secure gate to the compound where vehicles are parked, offices and asset storage areas are secured appropriately;

Assist in the reconciliation of the year-end physical verification exercise results to records in Quantum asset module;

The Quantum asset management reports, i.e., the detailed report, disposal, transfer, adjustment and the summary reports are reviewed on a monthly basis and monitored for accuracy of the physical location of the non-expendable items, and the serial numbers; and that all disposals, adjustments and transfers have been recorded;

Coordinate the biannual physical count for assets and quarterly inventory verification.

Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures;

Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of Supplier Profile set-up in Quantum;

Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary;

Proper inventory control; supervision of proper issuance of inventory items and supplies;

Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items;

Coordination of the provision of reliable and quality office supplies review of travel authorizations, documentation, payments;

Assistance in the preparation of budget, audit and other reports;

Provision of researched information, reports for audit exercises;

Provision of inputs in the preparation of the unit budget;

Coordination of cost-recovery arrangements for the services provided by the office;

Proper control of supporting documents of funds and activities

Ensures proper common services focusing on achievement of the following results:

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.

Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Training of staff on the administrative procedures;

Briefing/debriefing of staff members on issues relating to area of work;

Sound contributions to knowledge networks and communities of practice.

Required Skills and Experience

Education:

Master's degree in Business or Public Administration or other related fields.

First university degree (Bachelor's degree) in related fields with 2 years of relevant work experience may be given due consideration in lieu of an advanced university degree.

Experience:

Minimum 2 years of relevant experience in administration or programme support service;

Experience in the usage of computers and office software packages (MS Word, Excel, etc.);

Experience in handling of web-based management systems;

Knowledge and skills in preparing and presenting information for planning, tracking and reporting in the management of Fleet and Premises;

Experience in Asset and Inventory Management, focusing on coordination of assets management, timely preparation and submission of periodic inventory reports, coordination of physical verification of Assets and Inventory;

Proper planning and implementation around the management of logistics related to high level events;

Proven experience and skills in implementing cost recovery systems for Exchange Revenue on administrative services provided.

Language:

Fluency in English and national language of the duty station.

How to Apply

For more information and job application details, see; UNDP Administrative Analyst Jobs in Ethiopia

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