Operations Associate (Open to Indian Nationals Only)



Advertised on behalf of :

Location : New Delhi, INDIA
Application Deadline :15-Dec-22 (Midnight New York, USA)
Additional Category :Gender Equality
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
02-Jan-2023
Duration of Initial Contract :One Year (Renewable subject to availability of funds)
Expected Duration of Assignment :One Year (Renewable subject to availability of funds)

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.


Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

UN Women’s India Country Office, based in New Delhi, India, works to accelerate the advancement of gender equality and the empowerment of women through the strengthening of strategic partnerships, technical and policy advisory services and advocacy with governmental, inter-governmental and civil society partners. In addition, UN Women CO is charged with leading and coordinating the UN system’s work on gender equality, including through ensuring accountability for results.

Under the direct supervision of the Operations Manager, UN Women India CO, the Operations Associate carries out varied and inter-related operational, financial and logistical activities ensuring high quality and accuracy of work. The Operations Associate is results and client oriented producing administrative services of the highest quality in a timely and proactive fashion.


Duties and Responsibilities

Provide administration and operations support to the India Country Office (CO) in accordance with UN Women rules and regulations and policies and strategies:

  • Contribute to an annual workplan for the Operations Team and monitor the implementation and monitoring;
  • Participate in review meetings and provide support to the assessment of the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;
  • Provide technical support and guidance to colleagues on operational issues;
  • Ensure a continuous and up-to-date flow of information between the CO and the RO as needed.
  • Coordinate the pre-audit preparations for the CO to be audit ready and complete the pre-audit checklist;
  • Prepare for internal and external audits and coordinating implementation of audit action plan by drafting periodic status update reports and collating supporting documents.

Coordinate and administer procurement processes in accordance with UN Women rules and regulations and corporate policies and strategies:

  • Provide inputs to the preparation of procurement plans for the office and monitor their implementation; 
  • Generate procurement related reports; research and draft responses to enquiries; 
  • Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services; 
  • Organize procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders; 
  • Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required; 
  • Prepare Purchase Orders (PO) and contracts in and outside Atlas, create vendor profiles in Atlas;  
  • Review procurement processes conducted by projects; submissions to the Procurement Review Committee. 

Ensure effective administrative and logistical arrangement, focusing on achievement of the following results:

  • Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
  • Performance of a Buyer role in Atlas and preparation of POs for travel activities.
  • Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
  • Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
  • Administrative support to conferences, workshops, retreats.
  • Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
    • Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
    • Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
  • Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution. 
  • Maintenance of the filing system ensuring safekeeping of confidential materials.
  • Extraction of data from various sources.
  • Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
  • Assistance in the preparation of budget, provision of information for audit.

Efficient travel management processes for ICO programme and projects focusing on achievement of the following results:

  • Processing of Purchase orders for travel in Atlas or any other system.
  • Ensures availability of budget according to COA.
  • Follow-up with contracted travel agent to ensure provision of high quality professional service and most competitive price.
  • Provision of information to the staff on travel including entitlements, travel route and hotel arrangement.
  • Arrangements for security clearance when required.
  • Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices.
  • Hotel reservations for visiting UN Women officials.
  • Processing requests for visas for all UN travelers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff.
  • Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary.
  • Processing of application and renewal of UNLP for UN staff.
  • Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP.
  • Reconciliation of settlements to be paid by the Finance Unit.

Efficient assets management focusing on achievement of the following results:

  • Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users.
  • Tagging all furniture/equipment upon receipt from the supplier.  Update of non-expendable property inventory record and track movement of furniture piece.
    • Entering records in the asset control database (system) ensuring inventory records are up to date and accurate
    • Support to the management on physical assets disposal.   Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action. 
    • Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property. 
    • Preparation of inventory reports as required
  • Maintenance of the filing system ensuring safekeeping of confidential materials.
  • Extraction of data from various sources.
  • Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.

Contribute to knowledge sharing:

  • Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters; 
  • Compile lessons learnt and best practices in administration, procurement, and human resources. 

Any other tasks assigned by the Supervisor.

Key Performance Indicators:

  • All services are provided in compliance with UN Women rules, regulations and policies.
  • Timely and accurate implementation of procurement processes.
  • Timely and accurate implementation of HR processes.
  • Provide timely and quality advice to clients.
  • Timely and quality reports.


Competencies

Core Values:

  • Respect for Diversity
  • Integrity
  • Professionalism

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues
  • Accountability
  • Creative Problem Solving
  • Effective Communication
  • Inclusive Collaboration
  • Stakeholder Engagement
  • Leading by Example

Functional Competencies:

  • Ability to administer and execute administrative and procurement processes and transactions;  
  • Ability to perform work of confidential nature and handle a large volume of work;  
  • Strong knowledge of administrative rules and regulations;  
  • Strong IT and web-based management skills;  
  • Ability to extract and interpret data;
  • Ability to priorities work and to multi-task.


Required Skills and Experience

Education:

  • Secondary Education.
  • University Degree in Business Administration would be desirable, but it is not a requirement.

Experience:

  • At least 6 years of progressively responsible experience in administration, procurement, logistic support services at the national or international level;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.)
  • Experience in the use of ATLAS is an asset. 

Language Requirements:

  • Fluency in English is required.
  • Working knowledge of another official UN language.

Application Information:

Interested applicants should apply to this announcement through UNDP jobs site: jobs.undp.org

Application Information: Interested applicants should apply to this announcement through UNDP jobs site: jobs.undp.org

  • All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://asiapacific.unwomen.org/en/about-us/jobs
  • Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment;
  • UN Women will only be able to respond to those applications in which there is further interest.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women’s empowerment.



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