Programme Admin Analyst - IPSA 8 - Home-Based – 60% Part-time

Advertised on behalf of :

Location : Home-based
Application Deadline :03-Aug-22 (Midnight New York, USA)
Type of Contract :IPSA (Regular)
Post Level :IPSA-8
Languages Required :
Duration of Initial Contract :12 Months
Expected Duration of Assignment :12 Months

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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.


Instructions to Applicants:

Click on the "Apply now" button. Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. Upon completion of the first page, please hit "submit application" tab at the end of the page. Please ensure that CV or P11 and the Cover letter are combined in one file.

The following documents shall be required from the applicants:

Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.

A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.

Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.

Office/Unit/Project Description 


The United Nations Capital Development Fund (UNCDF) makes public and private finance work for the poor in the world’s 47 least developed countries. With its capital mandate and instruments, UNCDF offers “last mile” finance models that unlock public and private resources, especially at the domestic level, to reduce poverty and support local economic development.

The Better Than Cash Alliance

Hosted by UNCDF, the Better Than Cash Alliance’s mission is to catalyze a global movement from cash to digital payments to help achieve the Sustainable Development Goals. Specific benefits include efficiency, transparency, women’s economic participation and financial inclusion, helping build economies that are digital and inclusive.

The Alliance has 80 members, including national governments from Africa, Asia-Pacific and Latin America, companies and international organizations which have committed to digitizing payments.

The Secretariat works with the Alliance members on their journey to digitize payments by:

  • Providing advisory services based on member priorities.
  • Sharing action-oriented research and fostering peer learning.
  • Conducting advocacy at national, regional and global level.

Billions of dollars in cash payments and transfers are made daily in emerging and developing economies, including payment of salaries, social welfare and relief, payments to suppliers, remittances. The problems with these cash payments include a lack of transparency, accountability and security, as well as inefficiency. Individuals who receive cash payments are often part of the 1.7 billion excluded from the formal financial sector, the majority of whom are women. This means they are excluded from access to a range of appropriate and affordable financial services to help them save safely take advantage of economic opportunities and reduce their vulnerability to risk.

Shifting these payments from cash to digital has the potential to improve the lives of low-income people, particularly women, while giving governments, the development community and the private sector a more transparent, time and cost efficient, and often-safer means of disbursing payments.

The Better Than Cash Alliance team’s core values are the following:

  • Achieving together
  • Striving for excellence
  • Service oriented
  • Results oriented 

Institutional Arrangement

The Programme Admin Analyst will be working under the direct supervision of the Management Specialist of the Better Than Cash Alliance, while providing administrative services ensuring high quality, accuracy, and consistency of work for the Better Than Cash Alliance Program.

Duties and Responsibilities

Scope of Work

The Programme Admin Analyst will be working under the direct supervision of the Management Specialist of the Better Than Cash Alliance, he/she will provide administrative services to the programme while ensuring high quality, accuracy and consistency of work for the Better Than Cash Alliance Program. The Programme Admin Analyst is expected to perform the following:

1. Provide administrative support to the procurement and financial activities

  • Full compliance of procurement activities with UN/UNCDF rules, regulations, policies, and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement and travel management system.
  • Ensure proper administration of procurement and travel business processes for the Alliance Secretariat members.
  • Elaborate proposals and implementation of cost saving and reduction strategies in consultation with the Management Specialist for the Alliance Secretariat.
  • Provide researched information and support implementation of contract strategy and strategic procurement, including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, and e-procurement introduction.
  • Develop and update the rosters of suppliers and implementation of supplier selection and evaluation.
  • Create requisitions in Atlas, receive approval, and conduct a budget check for requisitions

2. Support travel management process for the Better Than Cash Alliance Program, focusing on achievement of the following:

  • Process travel request in Atlas for the Better Than Cash Alliance
  • Provide information to the Alliance team on travel including travel route and hotel arrangement, while ensuring the arrangements are made in a timely manner
  • Proccess travel authorization in line with travel entitlements for staff, consultants and PSAs holders, ensuring that the travel arrangement follow the UNDP/UNCDF rules and regulations of most direct and most competitive price
  • Arrange hotel reservation, security clearance and visa for the Alliance team
  • Process the renewal of UNLP for Alliance staff
  • Prepare memos, correspondence, and reports
  • Extract, input, copy, and fie data from various sources
  • Maintain online program files and folders

3. Support the program in workshop and conference preparations focusing on the following results:

  • Liaise with the service provider (hotels, restaurants,etc..) to identify the most convenient and most effective options for workshop/conference/meeting location and functions
  • Negotiate with service providers and procurement of services (catering, rental of premises) in line with the UNCDF/UNDP rules and regulations and, in collaboration with the MSU as needed.
  • Process travel authorization in line with the travel entitlement for workshop participants
  • Prepare routine correspondence to issue visas
  • Arrange hotel booking and airport pick up for the Alliance team globally
  • Prepare support materials- logistic notes; info notes and folders for workshop and meetings as required.




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 competencies (insert up to 7 competencies)

Thematic Area



Aministration and Operations

Documents and records management

Overall document (hard or electronic) management; registry and retention policy including storing and archiving


Aministration and Operations

Events management (including retreats, trainings and meetings)

Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc

Aministration and Operations

Travel contract management

Knowledge of policy and procedures related to contract management, incl. oversight of the Long Term Agreement (LTA) with the Travel Management Services (TMS) provider; UN airline agreement management covering all major and rail providers; ability to negotiate airline discounts

Aministration and Operations

Travel policy and procedures

Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters

Aministration and Operations

ERP travel and expense module

Knowledge of the ERP Travel and Expense Module; ability to provide help desk support to UNCDF

Aministration and Operations

UN travel documents

Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement


Contract management

Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations


Required Skills and Experience

Minimum Qualifications of the Successful IPSA

Min. Education requirements

Bachelor degree in Business or Public Administration, Economics, Political, Social Sciences or related discipline would be desirable.

Min. years of relevant work experience

Minimum 2 years of progressively responsible administrative, travel, financial and organizational management experience is required.

Required  skills

  • Experience and knowledge in facilitating travel and logistical support
  • Knowledge of UNDP operations, administrative and procurement support
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.
  • Work experience with UN organizations; experience in logistical support functions is desirable.

Desired skills in addition to the competencies covered in the Competencies section

  • Demonstrates the ability to work in a multi-cultural and multi-ethnic environment.
  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking
  • Acting as a team player and facilitating teamwork
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Managing conflict
  • Ability to perform a variety of repetitive and routine tasks and duties related to general administration support
  • Ability to review data, identify and adjust discrepancies
  • Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
  • Ability to organize and complete multiple tasks by establishing priorities
  • Strong experience and knowledge in managing travel as per UN rules and regulations.

Required Language(s)

  • Excellent writing and verbal skills in English are required.
  • Excellent writing and verbal skills in French is an asset 

Professional Certificates


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