The Position:

The admin team consisting of 2 staff positions, with one currently vacant, provides management and coordination of all payment requests for local SCMU operations (events, procurement, consultants and interns, hospitality, international staff entitlement payments), travel guidance and visa support, logistical arrangements for SCMU wide events, onboarding of incoming staff, including processing relocation benefits and entitlements for international staff; office space allocation and management, building access and security, processing of payments to contingency personnel, support with the processing of common services-related transactions, and all payments related to DNK business. The team also leads on green initiatives and related reporting as well as supports ICT team with office asset management.
Pillar 4 provides various administrative, financial, accounting, data analytics and ICT support services that are essential to day-today operation of SCMU

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled.  UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

This Administrative Analyst position will be located in the General Administrative Team within Pillar 4 – Support Services in the Supply Chain Management Unit (SCMU).  The position reports directly to the Head of Pillar 4 – Support Services. The Administrative Analyst will work closely with other SCMU colleagues, other HQ Business Units, the Regional Offices and the Country Offices and with a number of external partners
Job Purpose:

During the period of this consultancy, the incumbent will be focusing on:

• Managing admin portfolio and payment processes in SCMU for local (DNK) operations, which include workflow for payments to ICs and interns, workflow for local events, workflow for non-travel financial claims, workflow for local procurement payments, workflow for staff entitlement payments (reassignment/relocation);
• Perform travel processor functions (certifying officer) in UNALL ERP, oversee travel administration in SCMU and provide relevant guidance to SCMU staff
• Review of all payment requests for local (DNK) operations and processing via Aodocs;
• Manage reconciliation system for local payments, including for travel, and local suppliers;
• Process of travel and financial claims;
• Preparing calculation and payments for reassignment and relocation for IP staff;
• Oversee office space booking system and coordination of space re-arrangements in office and storage-room.
• Support onboarding of SCMU newcomers, including training.
• Support the completion of related year-end activities in the respective areas.
• Establish the work as set in UNFPA green office strategy and act as GFP.
• Support ICT team with asset management for SCMU.
• Support admin assistant in performance of tasks related to stationary management, post and UN pouch, ID and visitors building access management.
• Any other duties that may be required and delegated by the SSM

Expected results:
Provide relevant expertise and establish expected internal processes, in particular:

• Effectively support the development of internal admin and travel processes,
• Facilitate the execution of the admin activities and onboarding newcomers and visitors,
• Supporting other Pillar 4 portfolio implementation

Qualifications and Experience: 

Education:  

• Advance university degree in Accounting, Finance, Business Administration, International Commerce, is required.

Knowledge and Experience: 

• Strong interpersonal skills and capability to develop and maintain broad diversified partnerships is required; team management skills are an asset.
• Provision of these services requires familiarity of incumbents with UNFPA or UN administrative policies and procedures, and hands-on travel processor, buyer or finance user experience with Quantum or a similar ERP
• Relevant progressively responsible experience in office management, or managing administrative services, and travel is an asset.

Languages: 

English is required and any other UN Languages is an asset

Duration:

Three months

Required Competencies: 

Values:

Exemplifying integrity,

Demonstrating commitment to UNFPA and the UN system,

Embracing cultural diversity,

Embracing change

Core Competencies: 

Achieving results,

Being accountable,

Developing and applying professional expertise/business acumen,

Thinking analytically and strategically,

Working in teams/managing ourselves and our relationships,

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA’s workforce – click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants’ bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements