Management Analyst

The United Nations Office for South-South Cooperation (UNOSSC) was established in 1974 to promote, coordinate and support South-South and triangular cooperation globally and within the United Nations system, including policy and intergovernmental support, capacity development, knowledge co-creation and management, and South-South Trust Fund management. The Office provides knowledge and advisory and consulting services to all stakeholders on South- South and triangular cooperation. It enables developing countries to effectively face their development challenges and harness opportunities to address them. The overarching goal of UNOSSC is to support member states to achieve the eradication of poverty in all its forms and to promote gender equality and women’s empowerment so as to achieve the 2030 Agenda through enhanced South-South cooperation, including triangular cooperation. UNOSSC promotes, coordinates, and supports South-South and triangular cooperation globally and within the United Nations system.

Within the UN system, UNOSSC is hosted by the United Nations Development Programme (UNDP) and provides support across the UN system to support developing countries in strengthening their capacities to manage, design and implement South South Cooperation policies and initiatives through the identification, sharing, and transfer of successful Southern-generated development knowledge and solutions.

In line with its Strategic Framework (2022-25), UNOSSC delivers the outcomes through the following services:

• Facilitating intergovernmental processes and leading policy decisions, UNOSSC serves as a guiding force, ensuring that strategies and practical programs are developed for the betterment of global cooperation. One vital aspect of this partnership is capacity development through various mechanisms like the United Nations Inter-Agency Mechanism for South-South and Triangular Cooperation, promoting collaboration on a system- wide scale.
• Knowledge co-creation and management are fundamental aspects of this cooperation. By harnessing platforms such as the South-South Galaxy and the Global South-South Development Expo, countries can share resources, ideas, and best practices.
• Lastly, trust-fund management is an integral part of UNOSSC’s role in supporting collaboration across countries.

UNOSSC has a robust network of partners across five regions (Africa, Arab States, Asia Pacific, Europe, and CIS, and Latin American and the Caribbean), all of which play a critical role in communications and management and strengthening of relationships with governments and development partners to help build mainstream South South Cooperation for UN system within the local ecosystem.

Under the guidance of the Director, UNOSSC, the Management Analyst is to provide lead ership for the protocol functions of the Office and providing direction on the same to the administrative staff of the Office. Full confidentiality in all aspects of assignment and maintenance of protocol procedures, management of information on flow and follow-up on deadlines and commitments made are the fundamentals of the organizational context. The Management Analyst is also responsible for the smooth flow of a heavy volume of work dealing with a wide range of confidential matters, under constant time pressure, including logistics related to the Director’s travel, correspondence, and schedule. She/he also collates and prepares weekly news through the network of UN channels relevant and pertinent to the UNOSSC day-to-day activities.

Position Purpose

The Management Analyst serves as the Front desk manager overseeing all communications and appointments with the UNOSSC Director, coming from external development partner delegations such as Ambassadors, Parliamentarians, and other high level senior officials, as well as from within the UN System, including UNDP senior staff at HQ and in the field.

The incumbent to the position works in close collaboration with the Strategic Management Specialist and the other cluster leads of the Office to support the implementation of the UNOSSC’s mandate. The incumbent to the position maintains close collaborative arrangements with all UN partners, including the UN Secretariat, Programmes and Agencies.

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 to enhance and enable horizontal collaboration.

Duties and Responsibilities

Facilitate the effective and efficient functioning of the Office and UNOSSC Directorate

• Coordinate and facilitate the forward planning of the quarterly and long-term calendar of the Director ensuring prioritization of engagements.
• Manage the daily schedule and calendar of engagements for the Director with external and internal parties, including visitors from external organizations, other UN agencies, Governments, Permanent Missions to the UN, HQ, and country office staff, as well as internal and external meetings, determining priority requirements.
• Drafting of correspondence, notes-to-the-file, and coordinate/contribute to other routine documentation required by the Director.
• Support the Strategic Management Specialist and other clusters team leads in preparing official travels of the Director, including travel logistics, scheduling of meetings with officials concerned for each official mission, collaborating accordingly with the different parties and offices.
• Facilitate the coordination and generation of high-quality briefing materials for appointments and meetings, in consultation with the Strategic Management Specialist and concerned clusters team leads.
• Manage the Director ‘s missions and representation schedule.
• Develop and maintain the rosters of high-level contacts and telephone lists.

Ensuring the provision of effective internal communication and correspondence to the UNOSSC Director

• Facilitates and review all correspondence for proper clearance prior to the Director’s signature; distributes outgoing correspondence cleared or signed by the Director.
• Facilitate direct responses to inquiries or redirect them to the substantive focal points within UNOSSC.
• Maintain the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
• Acts as Focal Point/Secretary for Senior Management Team meetings, record decisions, coordinate development of the agenda, gather and analyze information to support decision- making, and communicate relevant decisions to staff.
• Facilitates the organization of UNOSSC regular staff meetings and special events.
• Coordinate the information flow in the office follow up on circulation files.
• Facilitate information sharing between the Director and Senior Management and the other UN agencies and departments in HQs.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Director of UNOSSC.
• Screen all incoming calls and correspondence.
• Present proposals to eliminate communication bottlenecks in the office and streamline office procedures between the Directorate and other clusters in the office.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the documents to the Director of UNOSSC.

Facilitate UNOSSC activities in close consultation with the Directorate Management and the Team Leads

• Provide the necessary facilitation for the Director’s interaction (in sensitive, political, diplomatic, and others) with various external partners of UNOSSC, such as ambassadors, member states country delegations, and high-level senior officials, as well as the UN Secretariat and UNDP Administrator and his/her office.
• Facilitate implementation of the requests, directives, and commitments of the UNOSSC Director, in consultation with relevant teams within the Office.
• Acts as focal point of information for the Director and Directorate activities.
• Update the intranet directory for the UNOSSC.
• Research, obtain and ensure the Director’s requirements for background materials for briefings, meetings, official missions, and appointments.
• Monitor the UN news (through Google analytics, Twitter data, etc.) and inform Director on the latest updates.
• Prepare public Information materials folders as requested.

Ensure provision of effective administrative services to the UNOSSC Directorate and facilitating partners’ engagement initiatives

• Facilitates the Directorate in administration matters related to human resources, Quantum requisitions and office operations.
• Facilitates and maintains office communication between strategic partners.
• Perform other duties, as required, and as per the UNOSSC Internal Control Framework (ICF).

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.
• Organization of briefings to UNOSSC staff on coordination, administration, and protocol issues.
• Ensures availability of coverage and backstopping for the Director during missions/travels.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core:
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:

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 Management: 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.     

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.             

Communications: Advocacy, strategy, and implementation         

• Ability to create and implement advocacy strategies which lead to impactful change.         

Communications: Brand and quality management           

• Ability to position a UNDP brand and uphold it to a high level of quality.   

Required Skills and Experience

Education:

• An advanced university degree (master’s degree) in Business or Public Administration, Economics, Management, Political or Social Sciences or any other related field is required. OR
• A first level university degree (bachelor’s degree) in the above-mentioned fields, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Experience:

• A minimum of up to 2 years (with master’s degree) or 2 years (with bachelor’s degree) of progressively responsible ex p er i enc e i n administrative roles is required.
• Experience serving UNDP headquarters, demonstrating in-depth understanding of cross-bureau coordination is preferred.
• Experience at regional bureaus and/or country offices, as well as programme experience in either national or international contexts is highly desirable.
• Advanced proficiency in utilizing computer technology and Microsoft Office suite, including Word, Excel and Power Point is required for all candidates particularly advanced knowledge of spreadsheet and database management is required.
• Familiarity with shared drive operations and experience with web-based management systems is a must.
• While experience within the UN system is preferred, relevant professional experience acquired in organizations of similar size and complexity will be considered advantageous.
• Demonstrated experience in exceptional accuracy and professionalism in drafting and editing official documents; and the demonstrated ability to edit documents and produce efficient reports summarizing key actions and decisions from meetings is desired.
• Familiarity with Quantum Finance and its modules related to Procurement and Travel is an advantage.
• Demonstrated experience and knowledge of UNDP’s operations and programs is an advantage.
• Broad exposure to both UNDP and UN staff and partner agencies, a significant advantage.

Language:

• Fluency in the English language is required.
• Working knowledge of another UN language is an advantage.