Back Administrative Assistant

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.

  2. Office/Unit/Project Description 

  The Administration Unit is responsible for the effective and efficient management of office operations, ensuring a supportive environment for organizational functions. This includes facilities management, logistics coordination, procurement support, office maintenance, and adherence to safety and sustainability standards. The unit collaborates with other in-house agencies within the UN House to optimize operational efficiency, streamline processes, and support the overall common administrative needs of the organization, including cafeteria management, facility management, and the management of common premises.

  1. Job Purpose and Scope of Work 
  2. Main Purpose:

     Under the overall guidance and direct supervision of the Administrative Manager, the Administrative Assistant provides support to office operations performing general administrative and logistical processes ensuring high quality and accuracy of work. The Administrative Assistant provides comprehensive administrative support, manage facility operations, and assist with various administrative tasks to ensure efficient and smooth office functioning. The UN House accommodates 15 UN agencies sharing the campus facilities and operating costs of the campus. In the context of the UN House, the Administrative Assistant is responsible for supporting “service-oriented” delivery and relationships with all UN agencies and other stakeholders and support the Administrative Manager in maintaining strong working relationships with the Ford Foundation.

     B.            Duties and Responsibilities:

     Provide general administrative and logistical support to the Office in accordance with UNDP rules, regulations, policies, and strategies

     • Prepares, processes and follows-up on administrative arrangements.
     • Provide support in daily administrative duties, including managing correspondence and scheduling appointments and meetings. 
     • Prepare and distribute detailed meeting agendas, accurately record and transcribe meeting minutes, and ensure timely follow-up on all action items.
     • Draft, edit, and format various documents, reports, and presentations to ensure accuracy and professionalism.
     • Assists in drafting statements of requirements for contracts and services for disposal.
     • Conduct data entry, maintain filing systems, and organize documents for efficient retrieval and use ensuring the safekeeping of confidential materials.
     • Maintain comprehensive records and databases, ensuring all information is up-to-date and easily accessible.
     • Supports in verifying inventory levels, quantities, and manage snag lists for work completed by suppliers.
     • Conducts and drafts surveys to gather feedback for improving services.
     • Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services, liaising with vendors and suppliers for the procurement of goods and services, including negotiating orders/contracts.
     • Provides administrative support to conferences, workshops, and retreats.

       Provide facility management support 

       • Routine inspection of the building systems and timely elimination of the identified defects.
       • Serve as the initial point of contact for day-to-day questions from agencies for any facility services to address and resolve facility-related issues and complaints from staff and visitors.
       • Coordinate with support staff to ensure facility maintenance, repairs, and cleaning services are carried out effectively.
       • Ensures that services and maintenance of premises are in accordance with organizational standards.
       • Collate and maintain architectural drawings and layouts of the UN House to ensure accurate documentation.
       • Reviewing and revising drawings as well as advising on technical specifications, BOQs designed by professional firms to ensure accuracy and adherence to project requirements. Verifying the Bills of Quantities (BOQs) for completed work, matching the specified areas with the actual work performed to ensure accurate final payment processing.
       • Provide the recommendations on technical specifications for building materials and required for 
       • maintenance of the building.
       • Maintain relationships with vendors and contractors, ensuring they meet contractual obligations and performance standards.
       • Collect and provide information and documentation required for contracting with service 
       • Organizations.
       • Reviewing construction works to ensure quality of works and used materials, uphold high 
       • standards and project specifications.
       • Identify areas for cost savings.
       • Plan and manage space allocation and layout changes to optimize the use of the facility.
       • Prepare and present regular reports on facility operations and performance.
       • Implementation of greening projects approved by UN agencies and observe the facility’s environmental impact and strive to reduce its carbon footprint.

         Provide interim support to the role of executive associate for the RR/DRR

         • Managing calendars, scheduling and coordinating meetings, handle correspondence, booking of meeting rooms and arranging necessary logistics.
         • Following up on meeting agendas, concept notes and talking points for the meetings.
         • Assist in planning and organizing travel itineraries, including booking flights, accommodation, and transportation at the times of missions. 
         • Supporting in re-imbursement processes.
         • Assist in planning and organizing events, conferences, and workshops, ensuring all logistical arrangements are in place.
         • Coordinate with other departments, agencies, and external partners to facilitate communication and collaboration.
         • Provide support in decision-making processes by gathering and analysing relevant information.
         • Handle sensitive information with discretion and ensure compliance with UN policies and procedures.
         • Perform any other duties as assigned by the executive or as required to support the effective functioning of the office.

           Provide necessary administrative and operational support to Resident Representative and Deputy Resident Representative in managing and coordinating the regional offices.

           • Provide coordination support to regional offices, including office management, scheduling, and logistics coordination.
           • Liaise between the Resident Representative (RR), Deputy Resident Representative (DRR), and regional offices to facilitate smooth communication.
           • Organize meetings, track regional project progress, and assist in preparing reports and presentations for senior leadership.
           • Support in the coordination of procurement and human resources of the regional offices.
           • Ensure coordination of resources, travel arrangements, and administrative support for regional initiatives.
           • Handle travel logistics, track expenses, and ensure compliance with organizational policies.
           • Assist in the preparation and submission of reports, track deliverables, and address issues or delays with regional offices.

             The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

             3. Institutional Arrangement[1]

             Reporting To: Administrative Manager, NOB

             Reportees to this position (if applicable): NIL

             [1] NPSA holders hired under a National implementation modality, remain under the administrative supervision of UNDP, even if daily supervision is ensured by the national counterpart.

             4. Competencies Core: 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 Administrative Proficiency Expertise in managing correspondence, scheduling appointments and meetings, preparing and distributing agendas, recording and transcribing meeting minutes, and drafting, editing, and formatting various documents, reports, and presentations. This also includes supporting daily administrative duties and logistical arrangements for events, conferences, and workshops. Administration & Operations Building, Facilities & Office space management Knowledge and ability to facilitate the renovation and upgrade of offices including review of engineering/architectural drawings. Comprehension of building systems and maintenance, detailed inspection of facilities, coordination of repairs and facility-related issues. This also involves ensuring services and maintenance of premises are in accordance with organizational standards and managing space allocation and layout changes to optimize the use of the facility. Administration & Operations Document & Data Management Skilled in conducting data entry, maintaining comprehensive records and databases, organizing documents for efficient retrieval and use, and safeguarding confidential materials. This includes managing and maintaining architectural drawings and layouts, as well as ensuring all information is up-to-date and easily accessible. Administration & Operations Vendor Management Ability to liaise with vendors and suppliers, manage contracts between the organization and external contractors, negotiate orders and contracts, verify inventory levels, and manage snag lists. This includes reviewing and advising on technical specifications, Bills of Quantities (BOQs), and ensuring vendors meet contractual obligations and performance standards.

             📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

             ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

             Business Management

             Change Management

             Ability to prepare, support, and help individuals and teams in designing and implementing organizational change 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

              

              

             5. Minimum Qualifications of the Successful NPSA Min. academic education

             • Secondary education is required. OR
             • A university degree (bachelor’s degree) in Architecture/Interior/Facilities Management, or Business Administration will be given due consideration, but it is not a requirement. Min. years of relevant work experience 
               • Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant experience, preferably supplemented by technical or university courses related to the field of work. Interior/Architecture/Administration/Facilities Management. Required skills
                 • Expertise in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant office software for document creation, data management, and communication.
                 • Demonstrated experience in drafting, editing, and formatting various documents, reports, and presentations to ensure accuracy and professionalism. Desired skills in addition to the competencies covered in the Competencies section
                   • Certification in the architectural field is desirable to assist in facilities management.
                   • Good understanding of architectural principles and practices, supported by relevant certification, to assist in facilities management and planning.
                   • Experience and exposure in working with development /international agencies.
                   • Familiarity with relevant concepts and mechanisms of interiors & spaces. Skills in Photoshop for visualization is an added advantage.
                   • Experience in managing calendars, scheduling and coordinating meetings, handling correspondence, booking meeting rooms, and arranging logistics for senior management. Following up on meeting agendas, concept notes, and talking points.
                   • Experience in coordination with other departments, agencies, government bodies, and external partners to facilitate communication and collaboration. Required Language(s) 
                     • Fluency in written and spoken English and working knowledge of

                       Hindi.

                       Professional Certificates
                       • Not Applicable

                         Remuneration starting at INR (8,89,418.12) / INR (74,118.18) as per the scale depending on qualifications and experience. The remuneration is excluding 8.33% pension amount paid over and above the salary.

                         Equal opportunity

                         As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

                         UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

                         Sexual harassment, exploitation, and abuse of authority

                         UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

                         Right to select multiple candidates

                         UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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