Administration Analyst

Position Purpose:

• The Administration Analyst will play key role in the scale-up of the CAFI presence and strategy in Kinshasa, DRC, supporting the development/implementation of the operational support functions on site, ensuring no disruption of the main processes of the office, working in cross-cutting approach to contribute to agenda of the CAFI DRC team.
• UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions,
• teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
• S/he will contribute with her/his operational expertise to facilitate programme and project implementation in close collaboration with CAFI DRC team. Participating in inter-agency coordination, s/he will foster a collaborative, client-oriented approach supporting effective communication and cooperation with Headquarters (HQ). S/he ensures a fully accountable, well-managed and results-oriented work environment in the areas of procurement, human resources and operations. Additionally, this position shall extend its work support to countries where CAFI personnel are present.

Duties and Responsibilities

Ensure effective operational services to the CAFI Field presence:

• Under Management Specialist oversight and in coordination with MPTFO, guide and develop systems to assist the CAFI field staff in proper operational forecasting, procurement planning and logistics management.
• Coordinate through MPTFO and CAFI Geneva team on mobilizing terms of reference for goods and services, supports the selection processes and ensures appropriate contract management support.
• Liaise with UNDP Country Office operations, CAFI team and MPTFO to define accurate specifications and agree on best procurement modalities for the most effective and efficient procurement in accordance with prevailing UNDP procurement policies, procedures and due processes.
• Ensure that evaluations of service providers are completed in the correct and timely manner; and that the associated follow-up actions are implemented.
• Serves as focal point for arranging all aspects related to field presence (travel, logistics, procurement, in-country protocols, cost-recovery, security) in collaboration with UNDP Country Office, CAFI and MPTFO teams and in line with UNDP policies and procedures.
• Serves as focal point for asset management in the local office, in collaboration with UNDP Country Office, CAFI and MPTFO teams.
• Develop tools and mechanisms for effective and efficient monitoring of personnel activities in support of CAFI field related operations.
• Review expenditures in collaboration with the Management Specialist before submission for payment to MPTFO.
• In collaboration with the Management Specialist and MPTFO, prepare and/or update related administrative documentation for final clearance by MPTFO.
• Guide and support in preparing timely and appropriate replies to CAFI correspondence, inquiries, and other requests.

Facilitate Knowledge Management:

• Support Management Specialist with the establishment of SOPs as related to CAFI field presence.
• Identify, evaluate, synthesize, and document lessons learned and best practices directly linked to operational activities in CAFI Field offices.
• Contribute to the development of knowledge sharing materials and respond to related queries.
• Contribute substantively to knowledge networks and communities of practice within the thematic area of the work implemented.

Required Skills and Experience

Education:

• Advanced university degree (master’s degree or equivalent) in Administration, Finance, Accounting, Human Resources Management or related field is required.

or

• A first-level university degree (bachelor’s degree) in the areas mentioned above in combination with an additional 2 years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Experience:

• Applicants with a master’s degree (or equivalent) in a relevant field of study are not required to have professional work experience.
• Applicants with a bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant professional experience in administration and operations management with the application of UN/International NGOs policies and procedures.
• CIPS2 Procurement Certification is desirable.
• Experience with resource management (human resources, finance, procurement, administration) is required.
• Experience with financial performance management of operational budgets is required.
• Experience with use of corporate communication tools and approaches, and data collection processes, are an asset.
• Experience in administrative management of offices and premises is required.
• Fluency in both English and French is required.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/21622