Operations Associate

About the Organization

UNDP works in about 170 countries and territories, helping to eradicate poverty, reduce inequalities and exclusion, and build resilience so countries can sustain progress. As the UN’s development agency, UNDP plays a critical role in helping countries achieve the Sustainable Development Goals.

Job Description

UNDP proposes to engage an Operations Associate to support office operations and project implementation for the Tribal projects under the SDG Acceleration and Finance Unit. The incumbent will perform a range of standard administrative, HR, procurement, financial, and coordination functions. This position will be based in the UNDP

Country office and will work under the direct supervision of the Project Analyst-Tribal Rights and the overall supervision of the Chief Advisor, UNDP. This position will ensure the engagement of all direct stakeholders and delivery of project objectives with other team members.

Job Responsibilities

Administrative and implementation support to the tribal projects under the SDG acceleration Unit.

Procurement and HR Support

• Support end-to-end procurement processes including preparation of RFPs/RFQ documents and documents for the hiring of Individual Consultants (ICs) for the tribal portfolio.
• Support all procurement processes including vendor identification, assessment, registration, recording of delivery, quality control, timely payments, and closure.
• Coordination with the Country Office procurement team on a regular basis to ensure smooth processing.
• Support recruitment processes, including advertisement of positions, coordination of interviews, and contract issuance/renewals.
• Ensure full compliance with UN/UNDP rules, regulations, policies and strategies, implementation of effective internal control.

Financial Management

• Create e-requisitions, purchase orders (POs), and register goods receipts in the UNDP Quantum system.
• Follow up with vendors to ensure timely receipt of invoices and correct documentation for processing  payments through GSSU.
• Support in the preparation of Annual Work Plans, Half Yearly and Annual Progress Reports, and Donor  Reports.
• Maintain internal expenditures on tracking systems and monitor fund utilization in compliance with UNDP rules and procedures. Support effective financial resource management and reporting.

Administrative Support

• Assist with organization of meetings, including regular monthly reviews with the Tribal State Project Management Units (SPMUs) and ad-hoc meetings related to projects; help prepare relevant documentation, presentations, and meeting minutes/summaries of actions to be taken.
• Support organization of workshops, events, seminars, and retreats, including logistical assistance such as travel arrangements, hotel bookings, IT arrangements, etc.
• Facilitate travel arrangements logistics for the SPMU Teams, including initiation of Purchase Orders (PO)
• Support in logistical arrangements for field visits, official missions, and meetings, including travel booking, DSA requests, and reimbursements.
• Maintain inventory records related to equipment and supplies procured under the projects and support verification processes.
• Support in maintenance of documentation repository comprising all supporting records, documents and files from project activities.
• Ensure that project contributes to the promotion of gender equality by reaching, involving and benefiting both women and men in its activities (gender mainstreaming)

Support knowledge building, knowledge sharing and capacity building relevant to the project.

• Participate in training and organize briefings on internal procedures for the project staff. Provide support to other capacity building activities, materials for workshops, or platforms that tap into the collective intelligence of communities and mobilize action.
• Make sound contributions to knowledge networks and communities of practice. Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Education Qualification/Required Skills & Experience

Secondary education is required.

• A university degree (bachelor’s degree) in Social Sciences, Development Studies, Operations, Management, Economics, International Studies, Business Administration or equivalent fields will be given due consideration but is not a requirement.
• Min. years of relevant work experience
• Minimum of 6 years (with secondary education) or 3 years (with bachelor’s degree) of work experience in Project and administration management or relevant related field is required.

Required skills

• Experience using MS Office applications, including Word, Excel, Access, Power Point, along with proficiency in internet and email-based communication tools.
• Desired skills in addition to the competencies covered in the Competencies section
• Demonstrated experience in supporting project implementation functions, including procurement, financial management, human resources, and operational logistics.
• Experience in using web-based management systems and ERP platforms, with preference for familiarity with UNDP Quantum (Oracle-based ERP) or similar financial management systems.
• Experience in maintaining project documentation, audit records, inventory, and compliance-related files.
• Prior experience working with International Development Organizations, Development Partners, UN agencies, or Government institutions.

Required Language(s)

• Fluency in English and Hindi is required.

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