Administrative Analyst

The Office of the Ombudsman functions as an independent pillar of the integrated Office of the United Nations Ombudsman and Mediation Services (UNOMS).

The work of the Office of the Ombudsman has evolved both in terms of the type of services rendered and the geography of the cases managed.  This newly created role and function of the Administrative Analyst will provide administrative, budget, finance, human resources management support to the Office of the Ombudsman.

1. Ensure effective administrative services
   • Oversee all matters, as delegated and required by the Ombudsman, pertaining to the administration and effective functioning of the Office.
   • Regularly review organizations’ policies and guidelines for modifications or updates and bring these to the attention of the Ombudsman and personnel. 
   • Serve as focal point for organizational reviews.
   • Develop procedures and workflows consistent with organizational rules, regulations and practices and ensure these are implemented by the offices.
   • Manage matters relating to office space and procurement of IT equipment, and other services required for the effective functioning of the offices.
   •  Coordinate asset management for the office with timely preparation and submission of periodic inventory reports as well as physical verification of inventory items.
   • Serve as staff attendance and leave monitor.  Coordinate schedules of office events and travel calendar as well as annual leave schedules.
   • Ensure travel arrangements for the office are in compliance with established corporate rules and procedures. Provide guidance on travel arrangements and intervene as needed to handle emergencies or matters requiring special attention.
   • Serve as performance management focal point in accordance with system requirements.
   • Provide logistical support to administrative assistants during the organization of workshops, meetings and conferences.
   • Prepare data analyses and presentation on the work of the office. 
2. Ensure Strategy, Budget and Financial Services
   • Contribute in the preparation of the office strategy and implementation plans from an operational perspective.
   • Provides advice and guidance to the Ombudsman and the personnel on budgetary and financial procedures.
   • Facilitate the preparation of an integrated workplan (IWP) and annual quarterly budget.
   • Submit periodic budget report to the Ombudsman to track and monitor budgetary expenditures.
   • Manage the office budget and financial account and serve as certifying officer.
   • Liaise with the organizational focal points on budget matters related to the clearance of funds, financial arrangements and cost sharing arrangements for the office.
   • Perform as Quantum Manager level1 role to process travel and procurement approvals and management payments and contractual matters for consultants.
3. Provide effective human resources services
   • Advices the Ombudsman and guides the personnel on HR policies, rules, regulations, procedures and other related matters.
   • Drafts vacancy announcements for positions for review by the Ombudsman and coordinates on job and consultancy management.
   • Ensures timely and efficient recruitment processes – screening of applicants, coordinates interview schedules and technical assessments, liaises with candidates in the various stages of the recruitment process.
   • Keeps records and maintains recruitment files for all personnel ensuring all relevant documentation is kept up to date.
   • Provides relevant information to the Ombudsman with regards to contract expiration dates and requests extensions when required.
4. Manage communications, strategy support and workflow 
   • Manage communication flow in the office ensuring timely responses to incoming and outgoing correspondence, emails and telephone calls.
   • Under the supervision of the Deputy Ombudsman, supports communication with visitors, case inake and other related matters as required.
   • Communicates routine and non-routine information pertaining to the work of the team.
   • Establishes and maintains the office filing and reference systems and ensures the inter/intranet websites are up to date and accurate.
   • Facilitate the preparation of presentations, briefs, policy documents and reports relevant to the work of the office.
   • Manage translation of texts, follow up and ensure timely submission of translations and check final texts before posting on website.
   • Contributes to the preparation and publication of the annual report.
5. Facilitation of knowledge building and management
   • Actively contributes to knowledge networks and communities of practice. 
   • Demonstrate leadership in embracing and implementing Digital Transformation internal office processes. 
   • Organization of specialized trainings for protocol and administrative I logistic functions;
   • Ensures availability of coverage and backstopping for the Director and Deputy Director during missions/travels. 

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

Cross-Functional & Technical competencies 

• Business Direction & Strategy
  • System 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 Development
  • Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.
• Business Management
  • Portfolio Management: Ability to select, prioritise and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimising return on investment.
  • Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels.
• Ethics
  • UN policy – knowledge: Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity
• Digital & Innovation
  • Behavior change communication/communication for development: Knowledge of appropriate digital communication methodologies for development and behaviour change, and ability to apply them practically
• HR – recruitment
  • Recruitment design and management: Knowledge of, ability to design and manage end to end recruitment processes