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 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 overall guidance & daily supervision of the Operations Manager, the “Consultant - Operations Assistant” is responsible for the execution of a wide range of services and administrative processes in the India CO, ensuring timeliness, efficiency and transparent use of operations resources and delivery of services in accordance with organizational operational rules, regulations, policies, procedures and approved allocations. The “Consultant – Operations Assistant” promotes a client-oriented approach consistent with UN Women rules and regulations, standard practices and guidelines.

The “Consultant – Operations Assistant” works in close collaboration with the Operations Team in Country Office and Regional Office as well as with Programme teams in UN Women for solving  admin/procurement/logistics issues and service delivery.

Provide support to administer and implement procurement strategies and policies in India CO in accordance with UN Women rules, regulations, policies and strategies:

• Provide general standard information to management and staff on procurement policies rules and regulations;
• Provide inputs to the preparation of procurement plans for programmes/projects;
• Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services, as necessary;
• Support preparation of RFQs/RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation and comparative of quotations for approval;
• Identify ways to meet procurement needs, interpret processes and procedures, anticipate and manage operational requirements;
• Contribute to the development of sourcing strategies and implementation;
• Coordinate with RO/HQ for procurement related matters as necessary;
• Respond to queries in writing regarding procurement related matters.

Provide administrative and logistical support services for India CO in full compliance with UN Women rules, regulations, policies and guidelines:

• Organization of shipments, customs clearance arrangements, preparation of documents for shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions;
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
• Coordination and arrangements for events, meetings, conferences/workshops, retreats;
• 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;
• Support in inventory verification and other related processes on asset management;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
• Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP;
• Reconciliation of settlements to be paid by the Finance Unit.

Support coordination of contract management processes for India Office in full compliance with UN Women rules, regulations, policies and guidelines:

• Prepare draft contracts in coordination with programme units and review supporting documents before final signatures;
• Coordinate contract issuance to vendors and manage records both offline and online;
• Follow up contract updates with programme units and track for timely closures;
• Provide administrative support to contract management processes; maintain databases.

Maintain data in relation to administration and procurement in full compliance with UN Women rules, regulations, policies and guidelines:

• Maintain and update internal database and files on administrative and procurement matters in a secure manner;
• Generate a variety of standard and non-standard statistical and other reports from various databases;
• Develop list of vendors undertake regular updating of vendor lists and contracts;
• Track and update lists for contract histories and LTA orders;
• Maintain filing in Sharepoint.

Support knowledge building and knowledge sharing in the CO:

• Provide inputs and support updating of monthly/quarterly reports;
• Participation in the training for the operations/projects staff on administration and procurement related matters;
• Sound contributions to knowledge networks and communities of practice.

Any other duties assigned by the Supervisor.

Expected Deliverables:

• Effective quality support and timely coordination for meetings, conferences and events;
• Quality organization and maintenance of files, reports and records; Ensure easy retrieval of documents;
• Timely coordination and facilitation support for procurement activities;
• Timely organization of administrative, travel and logistics services;
• Monthly/weekly reporting.

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 administrative processes and transactions;
• Ability to perform work of routine nature and handle a large volume of work;
• Ability to manage data, documents, correspondence and reports information and workflow;
• Good knowledge of administrative rules and regulations;
• Good IT and web-based management skills.

Education and certification:

• Completion of secondary education is required.
• Bachelor’s degree in Business Administration or related fields is an asset.

Experience:

• At least five years of progressively responsible experience in administration, procurement or logistic support service.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Language Requirements:

• Fluency in English and Hindi is required.
• Knowledge of the other UN official working language is an asset.

Application:

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

Interested individual consultants must submit the following documents/information to demonstrate their qualifications in one single PDF document:

• 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, please combine all your documents into one (1) single PDF document. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment;
• Applications should be submitted along with latest CV and statement of purpose/cover letter stating your interest in this role;
• Applications received after the close date will not be accepted;
• Only short-listed candidates will be contacted.

Evaluation and Selection Criteria:

Criteria for shortlisting of CVs will be based on the following assessment:

• Required Degree and Qualification (5 points);
• Minimum Experience relevant to the assignment (5 points);
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and spreadsheet and database packages, experience in handling of web-based management systems. (5 points).

 The evaluation process for selection of the candidate will be based on the following assessment:

• Written Test (20 points)
• Interview (80 points)

Please Note:

• For an assignment requiring travel, consultants of 65 years or more require full medical examination and statement of fitness to work prior to engagement in the consultancy.
• Due to large number of potential applicants only competitively selected candidates will be contacted for remaining steps of the selection process.
• This is a full-time assignment. The consultant is expected to disclose any outside activity and shall not be permitted to take up any outside work during the course of this assignment.

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.