Job Description
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.
The Central African region is home to the second largest tropical rainforest in the world, is sucking out about 1.5 billion tons of CO2 of the atmosphere or 4% of the world’s emissions every year and provides a habitat to more than 10,000 plant and animal species. Forest loss is accelerating despite ongoing efforts, as government action alone has not been enough to establish an effective balance between the interests of the forest and of economic development. On this basis, a coalition of donors – the European Union, the Federal Republic of Germany, the Kingdom of Norway, the Republic of France, the United Kingdom of Great Britain and Northern Ireland and the Republic of Korea – together with Central African partner countries – Central African Republic, the Democratic Republic of the Congo, the Republic of Cameroon, the Republic of Congo, the Republic of Equatorial Guinea, and the Republic of Gabon – have decided to enter into a collaborative partnership to establish the Central African Forest Initiative (CAFI).
CAFI’s objective is to recognize and preserve the value of the forests in the region to mitigate climate change, reduce poverty, and contribute to sustainable development. This objective will be attained through the implementation of country-led, national scale REDD+ and Low Emissions Development (LED) investment frameworks that include policy reforms and measures to address the drivers of deforestation and forest degradation and promote sustainable development. The CAFI Trust Fund is the principal means to implement the Central African Forest Initiative. It is administered by the MPTF-O, that also provides the Secretariat services.
On November 2, 2021, a 2nd Letter of Intent was signed between CAFI and the Government of DRC. CAFI. The programming of a new portfolio for the second phase of the partnership started. Meanwhile nearly 200 million US$ of investments are already implemented under the first Letter of Intent since 2016. In this context, CAFI is supporting the DRC government by providing advice to the planning and monitoring of CAFI investments and international technical assistance to strengthen national capacities.
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.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Supervisory/Managerial Responsibilities: None
Competencies
Core:
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:
Business Direction & Strategy – Systems Thinking:
- Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system
Business Management – Operations Management:
- Ability to effectively plan, organize and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organisation’s assets into the best results in the most efficient way. Knowledge of relevant concepts and mechanisms.
Administration & Operations – Building, facilities & office space management:
- Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data.
Procurement – Contract management:
- Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
Business Management – Working with Evidence and Data:
- Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision making.
Business Development – Knowledge Generation:
- Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need.
- Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations
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.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer
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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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