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Organizational Context:

UNDP has been working in India since 1951 in almost all areas of human development. Together with the Government of India and development partners, we have worked towards eradicating poverty, reducing inequalities, strengthening local governance, enhancing community resilience, protecting the environment, supporting policy initiatives and institutional reforms, and accelerating sustainable development for all.

With projects and programmes in every state and union territory in India, UNDP works with national and subnational government, and diverse development actors to deliver people-centric results, particularly for the most vulnerable and marginalized communities. As the integrator for collective action on the Sustainable Development Goals (SDGs) within the UN system, we are committed to supporting the Government of India’s national development vision and priorities and accelerating the achievement of the SDGs for the people and the planet.

UNDP India’s new Country Programme (2023-2027) builds on our prior work and aims to provide an integrated approach to development solutions in three strategic portfolios:

• Strong, accountable and evidence-led institutions for accelerated achievement of the SDGs.
• Enhanced economic opportunities and social protection to reduce inequality, with a focus on the marginalized.
• Climate-smart solutions, sustainable ecosystems and resilient development for reduced vulnerability.

South-South cooperation, gender equality and social inclusion are promoted across the pillars. The programme is supported by a framework of renewed partnerships and blended finance solutions, strategic innovation and accelerator labs, and data and digital architecture. 

You are invited to join a team of future-smart development professionals to support India in achieving the national and globally agreed goals. As part of the UNDP team, your focus will be to work with diverse stakeholders to find country-specific solutions that lead to sustainable development and reach those furthest behind first.

Office/Unit/Project Description:

Under the overall guidance and direct supervision of the Administrative Manager, the Administrative Associate provides support to office operations performing general administrative and logistical processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality, and results-oriented approach.

The Administrative Associate works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Job Purpose and Scope of Work:

Main Purpose:

• Provide general administrative and logistical support to the Office in accordance with UNDP rules, regulations, policies, and strategies.
• Provide administrative support to office and assets management.
• Support knowledge building and knowledge sharing in the CO.

Duties and Responsibilities:

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

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies, and strategies.
• Support to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs); Preparation of administrative team results-oriented work plans.
• Support in elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.
• Represent in the working groups of the OMT-Operations Management Teams.

Ensure High-Quality Support in Operations by providing effective support to administrative and logistic administration and Contract Management:

• Support in managing the custom clearance by coordinating and managing formation on shipments, customs clearance arrangements and assist in seeking necessary government clearances for matters related to protocol, customs clearances, and general administration.
• Act as the travel focal point of the office and manage the travel function in terms of arranging travel and hotel reservations, processing administrative transactions in the ERP system (Quantum), processing requests for visas, identity cards, and other documents, collecting information for DSA, as required.
• Coordinate and provide administrative support to conferences, workshops, and retreats.  Maintain filing system ensuring the safekeeping of confidential materials.
• Coordinate with external UN agencies to get the required information for any customs clearance matters.
• Serve as the initial point of contact for day-to-day questions from clients regarding their travel needs, including compliance, regulations, and policy.
• Arrange and coordinate all official travel of UNDP personnel and partners in the Office for travel arrangements and entitlements based on the organization’s rules and policies.
• Process travel requests, calculate DSA payable, arrange for visas, arrange transportation and accommodation for domestic and international travel of UNDP personnel, Government officials, consultants, NGO partners, etc.
• Creation of Traveler Profiles, Travel Requests (TR) and Travel Claims on behalf of external agencies and follow-up for cost recovery for such services provided.
• Fetch pending TR and PO reports to support travel agent in raising the invoices.
• Focal point for collecting invoices related to travel management services (TR) and, thereafter, processing in Quantum.
• Provide first-hand support to colleagues in case of any issue with the Travel Module and Vendor Creation related matters in the Quantum.
• Coordinate with the various Consulates and Embassies regarding the provision of visas and business and resident visas respectively.
• Identify and generate periodic reports from the Travel module and monitors open/outstanding Travel Requests.
• Coordination of surveys, DSA, travel agencies, organization of common services and other administrative surveys; Prepare and timely submit travel documents in accordance with UNDP requirements.

Provide administrative support to office and assets management:

• Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
• Coordination of the provision of reliable and quality office supplies.
• Manage warehouse and asset distribution.
• Support the Head of Administration in setting up assets management procedures in the CO.
• Supporting on the 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 non-expendable property inventory record and track movement of furniture piece.
• Assist in capitalization” of appropriate items in accordance with UNDP’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant BSB “CAP” and “NONCAP” profiles.
• Support in utilization of the Quantum Management Module, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” item, in accordance with UNDP’s policies and procedures and in compliance with IPSAS.
• Support to the management on physical assets disposal. Review of assets and recommendation of physical assets for disposal. Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in Atlas of all the requisite details for recording disposals. Oversight of disposal of items and accuracy of inventory data.
• Assist in the reconstruction of annual physical inventory verification exercise to ensure accuracy of records and location of property. Ensure that managers sign off on the physical count and correctness of the inventory system database.
• Preparation, certification, and timely submission of inventory reports
• Identification of problem areas in the inventory system, input and conversion of data entered the system and maintenance of the system and corrective actions taken to ensure reliability of information retrieved from the system.
• Maintain database for office leases, contracts, service/goods providers, AMC, MoU, expenditure etc. Gather, collate information/data on specific topics.
• Provide back-up support for any other general administrative duties such as those related to assigning fleet booking requests, vehicle logbook, and OT calculations.
• Support in preparation of yearly procurement plan in line with annual work plan for the unit.
• Assist in research market/UN network to source goods/services achieving VfM following UNDP procurement, financial & administrative guidelines.
• Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
• Support in performing operations for authorizing and effectuating expenditures. Prepare inputs, run reports and extract and compile data to support optimal budget utilization and preparation of budget vis-à-vis expenditure report.
• Ensure compliance of all provisions of guidelines regarding asset management, procurement, sub-contract, and financial management

Provide administrative support to knowledge building and knowledge sharing:

• Organize trainings for the operations/ projects staff on administrative related matters.
• Compile lessons learnt and best practices in administration, procurement, and human resources.
• Brief staff members on general administrative matters; provide advice and administration support. Contributions to knowledge networks and communities of practice through active participation in relevant OMT’s, application of best practice in work area.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Minimum Qualifications of the Successful NPSA:

Min. academic education:

• Secondary education is required. Or University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement. Professional certification in administration is desired.

Min. years of relevant work experience:

• Minimum of 6 years (with secondary education) or 3 years (with bachelor’s degree) of relevant experience in administration, procurement, facilities management and/or logistics support service.

Required skills:

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Desired skills in addition to the competencies covered in the Competencies section:

• Experience or familiarity with UN Admin operating policies and procedures is desirable, including experience in the use of web- based management/ ERP system (i.e. Oracle Cloud, SAP or PeopleSoft)
• Experience in travel management, knowledge of visas and custom clearance, maintenance of admin documentation, provision of travel /Visa advisory services.
• Experience in asset / inventory management and vendor management is desirable.
• Experience and exposure in working with international agencies.
• Required Language(s) Fluency in written and spoken English and Hindi is required.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/17043