UN WOMEN Jobs - 88655- Consultant - Operations Assistant (Open to Indian

Consultant - Operations Assistant (Open to Indian Nationals Only)

Advertised on behalf of

UN WOMEN

Location :

New Delhi, INDIA

Type of Contract :

Individual Contract

Starting Date :

01-Jan-2020

Application Deadline :

20-Nov-19 (Midnight New York, USA)

Post Level :

National Consultant

Duration of Initial Contract :

1 January to 30 April 2020 (20 working days per month) (Subject to availability of funds)

Languages Required :

English

Expected Duration of Assignment :

1 January to 30 April 2020 (20 working days per month) (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 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 the Regional Office as well as with the Operations and Programme teams in UN Women HQ for solving complex finance-related issues and information delivery.

Duties and Responsibilities

Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance of administrative activities with UN Women rules, regulations, policies and strategies.
Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
Provision of inputs to preparation of administrative team results-oriented workplans.

Ensures effective administrative and logistical support, 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
Support to organization on procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
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.

Supports travel management processes for CO programme and projects focusing on achievement of the following results:

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.
Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP.
Reconciliation of settlements to be paid by the Finance Unit.

Supports the 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.

Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Participation in the training for the operations/projects staff on administration.
Sound contributions to knowledge networks and communities of practice.

Any other functions assigned by the Operations Manager.

Key Deliverables:

Quality support to conferences and events;
Quality organization of files and reports;
Timely support to programme and operations teams;
Monthly/weekly reporting is required.

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 administrative processes and transactions;
Ability to perform work of confidential nature and handle a large volume of work;
Good knowledge of administrative rules and regulations;
Good IT and web-based management skills.

Required Skills and Experience

Education and certification:

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

Experience:

At least 5 years of progressively responsible experience in administration, procurement, HR, 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:

Interview (100 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.

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.