Position Summary:

The position holder will support administration and operation of the TA team (for both ISTA and transformational). S/he will look after procurement of logistic affairs and ensure UNDP compliances are maintained across the TA mobilization. He will also guide Programme Associate to carry out its roles and responsibilities effectively.

Under the overall guidance of the National Programme Manager, National Programme Director, the Administrative and Logistics Analyst will work under the direct supervision of the Federal Programme Coordination Analyst. S/he will be responsible for providing overall administrative and logistics support for smooth and effective implementation of the programme activities of Provincial and Local Governance Strengthening Programme (PLGSP).

The position contributes to all outputs of the programme.

Ensure Effective Administrative management:

• Oversee the overall administrative management of the project and manage all correspondence related to administration.
• Prepare security, travel, accommodation, and transport arrangements for project staff, partners and consultants.
• Provide necessary guidance to project personnel for Travel & Expense (T&E) process and certify Travel Request in UNALL Travel section after thorough review for further approval. Support processing of travel documents of TA and PLGSP associated government officials.
• Support the Programme Manager and UNDP in overseeing the contracts with implementing partners including governmental and non-governmental organizations as well as with service providers for the programme (individuals and companies).
• Ensure that vehicle logbooks are systematically maintained by the Driver, vehicles are in proper condition and office supplies are well stocked and properly accounted for.

Ensure Effective Operations Management:

• Ensure the Programme Associate uploads the annual/revise budget and Combined Delivery Reports (CDR) in Quantum along with other supporting documents.
• Contribute to the UNDP and Programme Coordination Unit (PCU) to prepare Technical Assistance (TA) Annual Work Plan (AWP) based on the Provincial Annual Strategic Implementation Plan and Budget (P-ASIPB) and overall Annual Strategic Implementation Plan and Budget (ASIPB).
• Oversee Programme Associate to develop quarterly work plan along with the procurement and human resource plan in line with UNDP’s corporate standards.
• Provide operational guidance to Provincial Programme Coordination Analysts and Implementation Support Technical Assistance (ISTA) team on P-ASIPBs and provincial TA work plan development.

• Review the clearance of the TA budgets, budget amendments or no-cost extension requests prepared by the Programme Associate.
• Oversee interim and final financial reports and confirm the amount for additional disbursements prepared by Programme Associate.
• Guide the planning and execution of programme related audits through Programme Associate.
• Contribute to the administrative management to conduct micro-capacity assessment of the implementing partners at sub-national level.
• Guide and support in preparing letter of agreements with the government partners at province and federal level to implement the transformative TA related activities.

Ensure Effective Procurement and Logistic Management:

• Prepare various contractual documents related to procurement of goods and services ensuring adequate protection of the project’s interest and follow-up on the status of the contracts.
• Arrange for procurement of equipment, supplies and services as per approved Work Plan.
• Ensure the contractual processes follow the stipulated UNDP procedures and provide necessary feedback for finalization of the TORs for procurement of goods and services.
• Keep records of Non-Expendable Equipment (NEE), conduct physical verification at least once a year and prepare report on annual physical verification of NEE to be submitted to UNDP CO.
• Provide necessary logistical support to organize events hosted by the project.

• Support in the monitoring and follow up on the tracking of deliverables and payments.
• Stay up to date on documents/reports/guidelines that have a bearing on matters related to programme and/or budgets, ensuring compliance with United Nations policies and procedures.

Facilitate Gender and Social Inclusion (GESI):

• Facilitate in creating an environment to address GESI issues in operations.
• Ensure GESI is mainstreamed in the budget, AWP, procurement and HR plans, and all other administrative work to be undertaken by the project in coordination with GESI focal person of UNDP CO.
• Create a safe working environment by developing respectful and safe organizational culture and supporting practices.
• Collaborates with team members, programme partners, and sub-grantees to ensure safe implementation of programmes at the community level applying the Do No Harm approach.

Other:

• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.
• Strictly comply with the policies, strategies, code of conduct, guidelines on Prevention of Sexual Exploitation and Abuse (PSEA).
• Strict compliance with the rules, regulations and policies of Governance and UNDP related to ethics and integrity.

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
• Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies:

Business Management

• Customer Satisfaction / Client management; Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs; Provide inputs to the development of customer service strategy; Look for ways to add value beyond clients’ immediate requests; Ability to anticipate client’s upcoming needs and concerns.

Finance

• Budget Management; Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Procurement

• Contract Management; Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
• Procurement management; The ability to acquire goods, services or works from an outside external source.

Administration & Operations

• Travel policy and procedures; Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative 17 UNDP | People for 2030 – Competency Framework – Technical Competencies circulars and financial regulations and rules on travel related matters.

2030 Agenda: People

• Gender: Gender Mainstreaming

2023 Agenda: Governance

• Governance; Inclusion and Participation