Administrative Analyst

Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

UNDP’s Istanbul Regional Hub is UNDP`s advisory hub for the Europe and CIS region tasked with the responsibility to provide policy and programmatic support to UNDP´s development activities in the region. Throughout UNDP´s focus areas, it works towards increasing the impact of UNDP´s activities in the region by assisting Country Offices in development of country-level initiatives through advisory services and technical support and by implementing regional-level projects in partnership with a wide range of partners supported to a global network of expertise.

Under the leadership of the Chief of Operations er, the RBEC’s Regional Hub employs will a multi-disciplinary team of specialists and advisors, project managers, operations and programme support staff. The Regional Hub is also used by various outposted staff from HQs units and the office share common premises with other UN Agencies and offices (e.g., UN Women, South-South Unit, BPPS, etc.)

Under the overall guidance and supervision of the Chief of Operations, the Administrative Analyst supports the effective management of common premises, workplace services, and administrative operations within the Istanbul Regional Hub (IRH). The incumbent ensures the delivery of high-quality, client-oriented, compliant, and cost-effective services, while supporting the efficient administration of common premises arrangements, facility-related services, and inter-agency coordination.

The Administrative Analyst collaborates closely with Operations, Programme and Project teams, as well as colleagues from other UN agencies, service providers, and external stakeholders, to ensure the consistent delivery of common services, effective workplace management, and a safe, functional, and productive working environment.

The position contributes to the effective operation of the Regional Hub by strengthening common premises management, workplace services, cost recovery arrangements, and administrative support functions. Through sound analysis, stakeholder engagement, proactive problem-solving, and continuous process improvement, the incumbent supports informed decision-making, operational efficiency, compliance with UNDP policies, and the delivery of high-quality services to internal and inter-agency clients.

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

Duties and Responsibilities

Provides support in implementation of IRH operational strategies and advisory support to the Senior management, focusing on the achievement of the following results:

• Ensure full compliance of IRH administrative activities with UN/UNDP rules, regulations, policies and strategies. Advises Senior management on the procedures’ compliance.
• Preparation of the annual results-oriented workplans for the Common premises management
• Development and elaboration of solutions for the implementation of cost-saving and cost-reduction strategies in consultations with the Office management.
• Supports the elaboration of the internal standard operating procedures (SOPs) ensuring efficient provision of the administrative services.

Ensures effective and efficient provision of administrative, asset management and logistical support services, focusing on the achievement of the following results:

• Coordination and supervision of cleaning support staff, general services, building management, drivers logistics
• Presentation of thoroughly researched information for planning financial resources for administrative services
• Maintenance of protocol matters, registration of staff, coordination with central/regional/local authorities on space and other administrative matters.
• Quality assurance of and preparation of correspondence, directives, interoffice memo and other official communication on behalf of senior management for their signature and making follow-up when required.
• Coordination and organization of shipments and customs clearance, insurance, space management, procurement of furniture and supplies for the office.
• Participation in the procurement processes for Hub’s needs. Preparation of RQs
• Coordination administrative surveys, surveys for organization of common services.
• Support in assets and inventory management in the IRH,
• Assist with various security related matters.
• Submission of information on administrative services provided for cost-recovery bills.
• Coordination of pouch related matters. Inform staff on schedule of diplomatic pouch; collection and disbursement of diplomatic pouch, directs incoming correspondence to appropriate staff members.
• Maintenance of administrative control records such as commitments and expenditures of the Hub’s common premises and other administrative budgets.
• Supplier maintenance in Quantum.
• Makes sure that all suppliers providing services to the IRH for the office needs are timely paid.
• Coordinate staff onboarding and separation administrative processes, including accreditation, residence permit and host country documentation requirements, liaising with the Ministry of Foreign Affairs and other relevant authorities as required

Ensures proper common premises/services management including supervision of premises/administrative team and lead workplace optimization focusing on achievement of the following results:

• Maintenance of common services/office space management to ensure integrated activities on common services.
• Liaison with the space management company on a variety of administrative issues. Coordination and overseeing regular maintenance and repairs.
• Planning and tracking of common services budget and agencies' contributions to the common services account.
• Assists with the management of cleaning and catering services in the common premises.
• Records and monitors issues related to utilities payments.
• Prepares and maintains MoUs with UN Agencies on the occupancy of common premises.
• Ensures the common premises cost-recovery.
• Responds to inquiries and requests by tenants and facilitates resolution of issues.
• Maintains office space plans, supports the relocations within the Hub.
• Negotiates and liaises with third-party service providers. Elaborates proposals and implementation of cost saving and reduction strategies in consultations with the Hub’s management.
• Participates in security related arrangements and maintains a safe environment for building occupants and visitors
• Prepares and carries out emergency protocols and procedures.
• Conducts regular building inspections and prepares reports.
• Ensures facilities follow the applicable policies, regulations and building codes.
• Arranges requisitions of office supplies and equipment and arranges control of distribution and maintenance of appropriate inventory records.
• Takes actions related to ‘greening’ of the common premises.
• Serve as the primary focal point with building management, ensuring the effective coordination, monitoring and delivery of common premises services for building occupants and participating agencies
• Coordinate the administration of common premises and administrative service contracts, payments, monitor vendor performance against agreed service levels, identify service delivery issues, recommend corrective actions, and support contract renewal and procurement planning processes.
• Lead coordination of common premises governance mechanisms, support Common Premises Committees and working groups, provide analytical inputs for common service arrangements, and facilitate inter-agency collaboration to enhance efficiency and cost effectiveness.
• Act as the primary focal point for participating agencies on common premises management, ensuring effective coordination of common services, facilities operations, occupancy arrangements and inter-agency service delivery.
• Coordinate the processing and monitoring of utility payments, vendor invoices, vehicle-related expenditures and related reimbursements, cost recovery transactions and other administrative payments, ensuring proper supporting documentation and compliance with UNDP procedures.
• Manage administrative records, archives and documentation systems, ensuring accurate filing, retrieval and retention of official records in accordance with UNDP requirements.
• Coordinate common premises logistics, office relocation and workspace optimization initiatives, ensuring effective stakeholder engagement, operational continuity and efficient utilization of premises resources.

Supervision of drivers and coordination of maintenance of the office fleet and management of the costing:

• Manage the day-to-day operation of the office fleet, including driver dispatching, vehicle allocation, transportation requests, and coordination of drivers and vehicles through the booking system.
• Oversee fleet management activities, including driver supervision, vehicle maintenance, insurance administration, fuel management, utilization monitoring, reporting, and compliance with UNDP policies and local regulations.
• Analyze fleet utilization, costs, and performance trends; prepare reports and recommendations to improve operational efficiency, support fleet planning, and coordinate vehicle disposal processes.

Ensures knowledge sharing in the IRH focusing on the achievement of the following results:

• Identify and address capacity-building needs related to common premises management, workplace services, occupational safety, business continuity, and administrative procedures through briefings, awareness sessions, and onboarding activities.
• Provide guidance and administrative support on workplace services, common premises arrangements, and related operational matters.
• Develop, maintain, and disseminate guidelines, SOPs, templates, and knowledge products to promote consistent and efficient workplace service delivery.
• Capture and share lessons learned, contribute to knowledge networks and communities of practice, and promote the exchange of good practices.
• Coordinate staff engagement, team building, wellbeing, and recognition initiatives to foster collaboration, inclusion, and a positive workplace culture.
• Advise management on initiatives that enhance workplace experience, staff engagement, and collaboration in a hybrid work environment.
• Support the onboarding and integration of newcomers by promoting understanding of workplace services, common premises arrangements, and key organizational processes

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: The Administrative Analyst supervises and leads the personnel of the administration unit.

Competencies

Core Competencies:

• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
• Adapt with Agility : LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
• Act with Determination LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

People Management Competencies:

• UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical Competencies:

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
• Inventory management
  • Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above
• Management of shipments
  • Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation
• Vehicle Management
  • Knowledge of policy & procedures on fleet management

Business Direction and Strategy

• System Thinking
  • Develop effective strategies and prioritised plans in line with UNDP’s mission and objectives, based on the systemic analysis of challenges, opportunities and potential risks; link the general vision to reality on the ground to create tangible targeted solutions; learn from a variety of sources to anticipate and effectively respond to both current and future trends; demonstrate foresight.
• Effective Decision Making
  • Take decisions in a timely and efficient manner in line with one's authority, area of expertise and resources and take into consideration potential wider implications

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 with regular activities for optimal return on investment. Knowledge and understanding of key principles of project, programme, and portfolio management

Required Skills and Experience

Education:

• An Advanced University degree (master’s or equivalent) in related fields such as in Business or Public Administration/Management, Law, Social Sciences, Finance or similar fields is required. Or;
• A first-level university degree (bachelor’s degree) in the areas stated above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree

Experience:

• Applicants with 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 at the national and/or international level of relevant experience at the national or international level in providing in administration and/or programme support services.
• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages is desired.
• Experience in handling web-based management systems and ERP systems, preferably UNDP’s ERP platform (QUANTUM) is desired.
• Experience in working with UN agencies and international organizations is an asset.
• Experience in maintenance of office space management is an asset.
• Experience in protocol matters, registration of staff, coordination with local authority on space and other administrative matters is desirable.
• Experience in coordination and organization of shipments and customs clearance, insurance, space management, and procurement of supplies for the office is desirable

Languages:

• Fluency in English and Turkish is required.
• Working knowledge of another UN language is desirable

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

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.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

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