Operations Assistant

Background

 

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.

 

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 current Country Programme, 2018-2022, is in its final year of implementation. Our new Country Programme (2023-2027), which comes into effect in 2023, 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.

Background: 

Under the overall guidance of the Administrative Manager and direct supervision of the Administrative Associate, the Operations Assistant provides support services related to the area of document management, shipping and receiving diplomatic pouch and performing other general operations/administrative functions ensuring high quality and accuracy of work. This would require an effective system for receiving, recording, storage, retrieval and dispatch of documents and parcels, and making sure that all the documents are organized and accessible in accordance with the UNDP rules and procedures
 
The Operations Assistant 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:

•    Maintenance of Registry system
•    Effective management of mail and cost recovery for Pouch services
•    Effective operational and administrative support
•    Support knowledge building and knowledge sharing in the CO
•    Perform any other duties as assigned by the Supervisor

Duties and Responsibilities

 

1.    Ensure maintenance of registry system focusing on achievement of the following results:
•    Setting up and maintenance of the office filing system in accordance with the UNDP Global Filing System,
•    Opening new subject files as required and disposal of old files in accordance with the established retention schedule,
•    Maintenance of archives and safe keeping of documents, making sure files are properly stored and accessible at any given time,
•    Provision of photocopies of material from the confidential registry files, as requested by staff. Assist in the collection of reference and background material from the registry files,
•    Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files,
•    Preparation of correspondence and reports related to registry activities,
•    Supervision of the Registry support staff,
•    Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff, 
•    Scanning the office documents and filing on SharePoint

2.    Ensures provision of effective mail management and cost recovery for pouch services focusing        on achievement of the following results:

•    Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer,
•    Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution,
•    Preparing the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for,
•    Prorating and billing of user agencies. 

3.    Ensures provisions of effective operational and administrative support focusing on achievement of the following results:

•    Works closely with and assists the administration unit in handling routine clerical tasks including processing of payments, e-requisition,
•    Support Admin unit in arranging vehicle transportation for UN/UNDP staff and VIPs, as per requests received and maintaining vehicle daily log, gas consumption and vehicle history report,
•    Act as a back-up arrangement to collect information on shipments, customs clearance arrangements and assist in seeking necessary government clearances for matters related to protocol, custom clearance and general administration,
•    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,
•    Liaise and coordinate between UN agencies and LTA provider for regular order and delivery of office stationery,
•    Provide support for maintenance of common premises and common services,
•    Manage the UN House Store and inventory items including tagging, stock keeping and arranging the store items.
•    Proper control of the supporting documents for payments, preparation of the supporting documents for payments.

4.    Support knowledge building and knowledge sharing in the India CO, focusing on achievement of the following results:
•    Participation in the training on administration for the operations/projects staff,
•    Provide sound contributions to knowledge networks and communities of practice.

Direct Reporting to: Administrative Associate, CSA

Overall Reporting to: Administrative Manager

The incumbent will work in the Administration/Common Services unit. He/she will be supervised by the Administrative Associate (CSA) on the day-to-day work relevant to managing the front desk. The interaction with the supervisor will take place on regular basis, thus allowing continuous performance monitoring against the work plan. Performance appraisal will be undertaken as per UNDP standard procedures.

Competencies:

Core Competencies
Achieve Results:  LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:  LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:  LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

 

Cross-Functional & Technical competencies: 

Thematic Area	Name	Definition
Administration & Operations	Documents and records management	Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Administration & Operations	Registry & correspondence management	Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives
Administration & Operations	Inventory management	Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above
Administration & Operations	Vehicle management	Knowledge of policy & procedures on fleet management
Business Management	Customer Satisfaction/Client Management	Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.
Business  Management	Operations Management	Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into best results in the most efficient manner. Knowledge of relevant concepts and mechanisms

Required Skills and Experience

Minimum Education requirements: A minimum of Secondary education.

Minimum years of relevant work experience: 
•    A minimum of 4 years of relevant experience in registry, and operations/administration. 
•    A minimum of 1 years of relevant experience is required if applicant has a bachelor’s degree.

Required skills: 
•    Experience in the usage of computers and office software packages
•    (MS Word, Excel, etc.). Experience in handling of web-based management systems.
•    Experience in using different scanning devices and familiarity with SharePoint document libraries.

Desired skills:
•    Experience in Archiving will be considered an asset.
•    Experience in asset / inventory management is desirable. 
•    Experience in overall support to office operations / administration and logistics support.
•    Additional years of relevant experience is highly desirable.
•    Prior experience of working in an International Organization including the UN or an International NGO in the area of prior running the registry and administrative functions is an advantage.

Required Language(s):
Working knowledge of English and Hindi is required.

Remuneration starting at INR 5,19,386 (Annual) / INR 43,282/-(Monthly) as per the scale depending on qualifications and experience. The remuneration is excluding 8.33% pension amount paid over and above the salary. 

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