Administrative Analyst [Open to Tier 0, 1 & 2 applicants], Istanbul, Türkiye

## Administrative Analyst [Open to Tier 0, 1 & 2 applicants], Istanbul, Türkiye - Organization:UNDP - United Nations Development Programme - Office:UNDP in Istanbul, Turkey 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. 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