Administrative Assistant

3 weeks ago

New Delhi, India United Nations Development Programme (UNDP) Full time

**Administrative Assistant (Open to Indian Nationals Only)**:
**Advertised on behalf of**:
**Location**:

- New Delhi, INDIA**Application Deadline**:

- 16-Aug-23
- **(Midnight New York, USA)**

**Time left**:

- 16d 1h 54m**Additional Category**:

- Management**Type of Contract**:

- FTA Local**Post Level**:

- GS-5**Languages Required**:

- English**Starting Date**:
- 01-Sep-2023**Duration of Initial Contract**:
**Expected Duration of Assignment**:
**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 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 and the daily supervision of the Operations Manager, the Administrative Assistant supports the execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. She/he also works in collaboration with programme and operations staff to successfully deliver procurement services.

**Duties and Responsibilities**:
Provide administrative and coordination support to procurement strategies in accordance with UN Women rules, regulations, policies and strategies:

- Research and draft responses to enquiries for clearance by the Operations Manager;
- Provide inputs to the implementation of procurement management policies and strategies on cost saving and reduction;
- Implement procurement management policies and strategies;
- Contribute to the development of sourcing strategies.

Coordinate procurement processes for the India Country Office:

- 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;
- Prepare Request for Quotations (RFQ), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, as necessary;
- Perform Buyer role in QUANTUM, prepare/close Purchase Orders (POs) and contracts in and outside QUANTUM;
- Organize travel including purchase of tickets, Daily Subsistence Allowance (DSA) calculation;
- Prepare submissions to the Procurement Review Committee (PRC), as necessary.

Coordinate contract management processes for the India Country Office:

- Provide administrative support to contract management processes; maintain databases;
- Develop and update the rosters of suppliers;
- Maintain filing system.

Facilitate knowledge building and knowledge sharing:

- Participate in trainings for the operations/projects staff;
- Provide support to the synthesis of lessons learnt and best practices.

Ensure proper control of assets:

- Maintain records of assets management and prepare reports;
- Provide input to inventory reports;
- Implement the inventory and physical verification control in the office and projects;
- Update the databases or other relevant electronic management systems with asset, human resources and procurement data for use by CO, Regional Office and HQ;
- Arrange shipments and conference facilities.

Organize logístical services:

- Process requests for visas for all UN travelers;
- Arrange hotel reservations for visiting UN/UN Women officials;
- Organize hotel and event arrangements for all official UN Women meetings/ functions, engagements, ensure that all requirements are catered for as required;
- Arrange transportation for high-level officials.

Perform other administrative tasks as assigned by supervisor.

Key Performance Indicators:

- Timely coordination, facilitation and implementation of procurement activities based on procurement plans and available budget.
- Proper and accurate maintenance of files and databases, documents are easily retrievable.
- Timely organization of transport and logistics activities.

**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
- Knowledge of procurement processes, systems, administrative rules and regulations;
- Knowledge in the use of spreadsheets and database packages;
- Ability to work well under pressure and meet deadlin

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