UNDP Administrative Analyst Internship in United States

Under the overall guidance and supervision of the Ombudsman, and working closely with the Deputy Ombudsman, the UNDP Administrative Analyst Internship  provides overall support and advisory services to the Office of the Ombudsman on matters related to budget, finance, human resources management, data analysis and communications.

Duties and Responsibilities

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.
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.
   • 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.
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.