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Operations Associate
5 months ago
**Operations Associate (Open to Indian Nationals Only)**:
**Advertised on behalf of**:
**Location**:
- New Delhi, INDIA**Application Deadline**:
- 15-Dec-22
- **(Midnight New York, USA)**
**Time left**:
- 15d 20h 53m**Additional Category**:
- Gender Equality**Type of Contract**:
- Service Contract**Post Level**:
- SB-3**Languages Required**:
- English**Starting Date**:
- 02-Jan-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 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 CO is charged with leading and coordinating the UN system’s work on gender equality, including through ensuring accountability for results.
Under the direct supervision of the Operations Manager, UN Women India CO, the Operations Associate carries out varied and inter-related operational, financial and logístical activities ensuring high quality and accuracy of work. The Operations Associate is results and client oriented producing administrative services of the highest quality in a timely and proactive fashion.
**Duties and Responsibilities**:
Provide administration and operations support to the India Country Office (CO) in accordance with UN Women rules and regulations and policies and strategies:
- Contribute to an annual workplan for the Operations Team and monitor the implementation and monitoring;
- Participate in review meetings and provide support to the assessment of the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;
- Provide technical support and guidance to colleagues on operational issues;
- Ensure a continuous and up-to-date flow of information between the CO and the RO as needed.
- Coordinate the pre-audit preparations for the CO to be audit ready and complete the pre-audit checklist_;_
- Prepare for internal and external audits and coordinating implementation of audit action plan by drafting periodic status update reports and collating supporting documents.
Coordinate and administer procurement processes in accordance with UN Women rules and regulations and corporate policies and strategies:
- Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
- Generate procurement related reports; research and draft responses to enquiries;
- Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;
- Organize procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders;
- Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required;
- Prepare Purchase Orders (PO) and contracts in and outside Atlas, create vendor profiles in Atlas;
- Review procurement processes conducted by projects; submissions to the Procurement Review Committee.
Ensure effective administrative and logístical arrangement, 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
