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Administrative Analyst

Nairobi, Kenya

Salary rangeConfidential | Contract type: Permanent

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Job Summary

The Administrative Analyst works under the direct guidance and supervision of the Head of POQA Unit, providing support in areas of oversight, compliance, partnerships and risk management from the Nairobi support office. The support to Partnerships, Donor Relations and Legal requirements involve coordination of verification missions and audit by donors, updates on donor mapping, donor agreement management and donor reporting. This requires direct contact and engagement with the firms and liaison officers from donor partners who are all based in Nairobi.The support to Compliance, Oversight and Risk Management includes undertaking of audit, Third party monitoring, work with Risk Management Unit on NGO roster management and updates. All the service providers for these processes are working with UNDP through Long Term Agreements (LTA) and they are either based in Nairobi; or can make a physical visit to Nairobi for proper engagement with the CO. To be able to interact and deliver the services required of the POQA unit, there needs to be a full time representation of the unit through this post that is based in Nairobi.


Partnerships, donor relations and legal requirements management
  • Coordination with donors and liaison officers based in Nairobi for partnerships, concept note submissions, agreement signing, fund release, agreement amendments and reporting;
  • Update information on donor mapping, priorities and programme areas supported in coordination with the donor liaison officers;
  • Ensure correctness of Financing Agreement template and advise the donor side on feedback from UNDP side on the legal requirements, in coordination with project teams;
  • Review and ensure correct application of cost recovery rates in line with corporate policy;
  • Clearance of non-standard agreement clauses/templates with Legal Support Office and advise the donor side whenever exceptions are required, in liaison with officers and in coordination with project teams;
  • Support timely donor reporting in coordination with donors’ liaison officers in Nairobi and subsequently the final submission to the donors’ headquarters to enable future release of funds or closure of the contracts;
  • Coordination levy application and roll out in line with CO and regional SOP and in consultation with BMS for applicability of the levy or otherwise;
  • In coordination with the Head of POQA, keep track and submit quarterly report on the amount of levy collected; advise finance on the amount to be transferred to the UN Secretariat as per levy agreement;
  • Track milestones and address delays in disbursement/release of fund tranches from donor agreements;
  • Coordinate fund transfer requests with RCO for MPTF funds.
  • Compliance, oversight and risk management
  • Support the coordination of the audit team, from inception of audit, entry meeting with the auditors and setting up of processes in Nairobi, before fieldwork commences;
  • Prepare for the audit including audit files for auditors’ physical review and prepare replies to internal and external audit observations;
  • Coordinate verification exercises/audit by donors – preparation of files and supporting documents and uploading them for donors’ verification team review;
  • Support the country office DIM audit with coordination of programme and project teams and compiling required audit documentations from project;
  • Prepare HACT financial audit plan in coordination with head of POQA unit, including preparatory inception meetings, schedule set up and planning with the auditors in Nairobi prior to field work commencement;
  • In coordination with the Inter-agency HACT/RMU engagement, update the country office’s NGO Roster and advise programme team on its utility as and when needed;
  • Support and monitor implementation of audit recommendations – updates for programme into the CARDS system;
  • Review and upload signed CDRs in the intranet upon completion of quarterly certification.
  • Support to programme evaluations and reporting
Support updating of programme information in the IATI/Transparency dashboard

Job Requirements

Required education: Bachelor's degree
Required relevant work experience: 2 years
Required languages: English (Spoken: fluent | Written: fluent)
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