Job Description

  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 India 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 “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 “Operations Assistant” promotes a client-oriented approach consistent with UN Women rules and regulations, standard practices and guidelines. The “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 India 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

  • 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.

Supports travel management processes for India CO 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.

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 India CO, focusing on achievement of the following results: Any other duties assigned by the Supervisor Key Performance Indicators:
  • Adherence to UN Women rules and regulations;

  • Quality support to conferences and events;

  • Quality organization of files and reports;

  • Timely support to team.

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:
  • 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.).

  • Experience in the use of ATLAS is an asset.

Language:
  • Fluency in English and Hindi is required.

  • Knowledge of the other UN official working language is an asset.

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. 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.
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