Regional Project Operations Assistant
Regional Project Operations Assistant
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Job Description
Background
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 peoplecentric 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 Indias national development vision and priorities and accelerating the achievement of the SDGs for the people and the planet.
UNDP Indias new Country Programmebuilds on our prior work and aims to provide an integrated approach to development solutions in three strategic portfolios:
- Strong accountable and evidenceled institutions for accelerated achievement of the SDGs.
- Enhanced economic opportunities and social protection to reduce inequality with a focus on the marginalized.
- Climatesmart solutions sustainable ecosystems and resilient development for reduced vulnerability.
SouthSouth 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 futuresmart 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 countryspecific solutions that lead to sustainable development and reach those furthest behind first.
Office/Unit/Project Description
In India UNDP is a longstanding partner of the Ministry of Health and Family Welfare (MoHFW) and its institutions at the State and District level. Guided by the government the UNDP India work is fully carried out in close coordination with partner UN agencies and is focusing on better health services provided to population of India. The overarching goal of UNDPs work on health system strengthening in India is to facilitate equitable access to basic services by strengthening capacities of communities to demand and access services and of institutions to deliver quality timely and stigma free services and LNOB (Leaving no one behind).
The Gavi Alliance cofunded Health System Strengthening (HSS) programme is one of the efforts of the MoHFW to improve the quality and level of immunization coverage in India. UNDP has been a trusted partner of MoHFW and GAVI for many years in this flagship programme that has nationwide coverage and has supported vaccine delivery to over 1 billion people. The initially developed solutions (eVIN and CoWIN) have proven themselves well and now UNDP is given a unique opportunity to develop and integrate a new universal vaccination solution UWin which will be the focus on the next phase of support. While a large part of the HSS programme is related to digital solutions development capacity building and implementation it also includes technical support to the Ministry of Health and Family Welfare for prevention and management of noncommunicable diseases Neglected Tropical diseases and for leveraging technologies to track high risk pregnancies and thereby reduce maternal and child mortalities rates.
Working closely with other development partners the programme also supports the National AIDS Control Organizations efforts in prevention and control of HIV and AIDS
Duties and Responsibilities
Job Purpose and Scope of Work
- Main Purpose:
The Regional Project Operations Assistant is responsible for overseeing and managing the operational activities of projects within the Bengaluru Region to ensure smooth and efficiency.
- Duties and Responsibilities:
The specific duties and responsibilities during the assignment will include but not be limited to the following:
- Undertake administrative finance logistical travel lowcost procurement asset management and project personnel administration tasks of HSS project in full compliance with UNDP rules regulations and policies.
- Preparation of erequisitions and payment requests via UNDP ERP based platforms.
- Provision of services in organization and coordination of meetings training sessions workshops conferences and project events and prepare reports and meeting minutes if required.
- Participate in the preparation of annual work plans and project implementation plans and periodical reviews. Preparation and submission of required documents for audit and any type of reports.
- Booking arrangements for projectrelated travel. Follow up with travel reports and reconciliation of travel advances. Support to Project Administrative Associate in preparation of travel expenses reports.
- Quality Assurance of Travel Requests Expense checklists and F10 received from the project personnel ensuring accuracy of all computations availability of budget and completeness of supporting documentation. Assist project personnel on T&E matters.
- Provision of information for the state and district level project personnel at all levels on travel including entitlements travel route and hotel arrangement.
- Maintenance of project assets and inventory preparation of respective reports. Regular follow up with mobile service providers on SIM cards. Ensure that project assets and inventory are recorded and records maintained according to UNDP Rules and Regulations. Provide necessary guidance to project personnel.
- Maintain cooperation and communication with project partners and beneficiaries on the implementation of the agreed activities especially for the events training workshops.
- Maintains proper document filing system according to UNDP India Document Management guidance rules and regulations.
- Establish and maintain a record with contacts pursue networking and information sharing and to follow up on partnership related issues.
- Prepare official correspondence as per request.
- Provision of basic HR support to project personnel at state and district level including Third Party contract holders.
- Maintenance and quality assurance of Leave & Attendance records of the state and district level personnel in respective regions. Timely submission of records to project HR Associate.
- Timely submission to project HR Associate contract extension/termination related requests and supporting documents.
- Support with personal appraisal exercise ensuring timely submission of work plans and reports
Institutional Arrangement1
Reporting To: Regional Project Analyst and general guidance of Operations Analyst. Some travel to the field is expected.
Reportees to this position: Nil
Competencies
CrossFunctional & Technical competencies
Administration
&Operations
- Ability to manage events including venue identification accommodation logistics catering transportation and cash disbursements etc
- Ability to communicate in a clear concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
- 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 client needs.
- Look for ways to add value beyond clients immediate requests.
- Ability to anticipate clients upcoming needs and concerns
- 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.
- Ability to extract analyse and visualize data (including RealTime Data) to form meaningful insights and aid effective decision making
Required Skills and Experience
- Secondary education is required.
- A university degree in business administration finance or economics or equivalent field will be given due consideration but it is not a requirement.
- Minimum of 5 years (with secondary education) or 2 years (with bachelors degree) of relevant experience in administrative support finance or project coordination/implementation.
- Experience in the usage of digital finance solutions and software packages and advanced knowledge of data management and systems.
- Experience and knowledge of Atlas/Quantum is a strong asset.
- Excellent interpersonal networking and team building skills.
- Excellent skills in event and travel organization required.
- More than 1 year of experience working in the UN system
- Experience collaborating with government agencies international organizations and community leaders
- Knowledge of UN regulations rules and procedures
- Fluency in English in required.
- N/A
Remuneration starting at INR 889418.12 (Annual) / INR 74118.18 (Monthly) 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.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information please see www.undp/scamalert.
Employment Type
Full-Time
