By continuing to browse this site, you agree to our use of cookies. Read our privacy policy

Administrative Assistant

New Delhi (India)

Background

Organization : United Nations Volunteers (UNV)
 
Supervisor : UNV Programme Officer
 
UNDP is implementing a joint project with the Ministry of Youth Affairs & Sports, Government of India titled “Strengthening Nehru Yuva Kendra Sangathan (NYKS) and National Service Scheme (NSS)” for the period 2018 to 2020. The project seeks to strengthen the volunteer infrastructure of the Ministry of Youth Affairs & Sports by placing UN Volunteers as District Youth Coordinator in 58 districts in the country. The Administrative Assistant is assigned to UNV India Field Unit to work with the UNV Programme Officer and UNV Programme Associate to provide administrative support, which includes personnel, logistical and administrative requirements related to the Project and UNV assignments. The Administrative Assistant works under the direct supervision of the UNV Programme Officer. To function effectively it is essential that the Administrative Assistant maintain close working relations with the other staff of UNDP office, both in administration and programme division, and be will integrated as a member of the UNDP/UNV Team.    

Duties and Responsibilities

Summary of Key Functions: Under the direct supervision of UNV Programme Officer and overall guidance of UNV Programme Associate, the Administrative Assistant will be responsible for:

  1. Personnel Support
  2. Logistical Support
  3. Financial Management
  4. Other Responsibilities: 
Duties and Responsibilities:
 
1. Personnel Support:
a. Maintains database and files of UNVs, including all correspondence, leave reports and periodic reports are properly kept/updated and that matters requiring action are brought to the attention of the UNV Programme Officer in a timely manner
b. Keeps records of the contractual status of all serving volunteers and flags to UNV Programme Officer follow-up actions on post extensions, renewals and replacements
c. Prepares formats and documents of new and extended UNV contracts for transmission to UNV HQ
d. Receives medical insurance claims from UNVs for the UNDP Administrative Officer’s signature and forward the claims to Cigna
e. Assists in issuing ID cards for UNVs
f. Responds to queries raised by the serving UNVs and the public at large and ensures that matters requiring further clarification are brought to the attention of UNV Programme Officer
g. Assists UNV Programme Associate in arranging and carrying out interviews of candidates and prepares interview reports
h. Assists UNV Programme Associate in making payments in Atlas
 
2. Logistical Support:
a. Under the guidance of the UNV Programme Officer and overall guidance from UNV Programme Associate, maintains and updates budget; monitors expenditures and informs UNV Programme Officer of the status of the budget. The above will be dealt in an Atlas environment
b. Assists in carrying out surveys on housing and utilities relevant to UNV and ensures that the results of the survey are communicated to UNV HQ so that the annual in-country proforma costs can be updated accordingly
c. Handles supplies of stationeries and such other requirements for the UNV Field Unit in New Delhi
d. Handles all logistical arrangements of the events organized by UNV Field Unit
e. Assist the UNV Programme Officer in procurement of goods and services for the UNV Field Unit as well as for the projects of the unit
 
3. Financial Management:
a. Facilitate project budgeting in ATLAS for the project and support in managing the financial contributions of all stakeholders/donors to the project b. Facilitate financial audits and process annual, half yearly and quarterly financial progress reports
c. Process timely payments of vendors, travel and other claims of staff, coordinate with vendors and UNDP finance team for timely payments
d. Assist in preparation of legal documents for contracting and procurement of goods and services including maintenance of physical verification of assets
e. Within the assigned area of responsibility, draft letters/correspondence, audit replies etc.
f. Filing of documentation of important papers
g. Assist in all accounting and book keeping related to the project
 
4. Other Responsibilities:
a. Screens correspondence, drafts and types correspondence, memoranda and notes for file
b. Maintains general office files and keeps information and reference material which allows retrieval 
c. Assist the UNV Programme Office in updating the UNV India website
d. Performs other functions assigned by the UNV Programme Officer as needed
 

Competencies

Functional Competencies: 
 
Ability to perform a variety of repetitive and routine tasks and duties related to general administration support
Ability to review data, identify and adjust discrepancies
Ability to organize and complete multiple tasks by establishing priorities
Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced work processing and presentation functions and basic database and spreadsheet software
Shows sound grasp of grammar, spelling and structure in the required languages
Organizes and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
Demonstrates ability to quickly shift from one task to anther to meet multiple support needs.

Required Skills and Experience

Educational Qualifications: 

First-level University degree

Experience: 

An overall experience of 5 years and three years’ of relevant experience in administrative functions, preferably in international organizations including the UN System 
 
Knowledge and Skills:
 
Fluency in English and Hindi
 
 
 
Remuneration package is Rs. 72,094/- per month (taxable).  UNDP also offers additional benefits which include medical insurance coverage and limited pension reimbursement for contract holder and encourages work life balance.
 

Disclaimer

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: 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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Apply

What does it mean?

Click "SAVE JOB" to save this job description for later.

Sign up for free to be able to save this job for later.

  • Organization: UNDP - United Nations Development Programme
  • Location: New Delhi (India)
  • Grade: SB-3, Service Contract, Local Contractors Agreement - Administrative support
  • Occupational Groups:
    • Poverty Reduction
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2018-09-10

What does it mean?

Click "SAVE JOB" to save this job description for later.

Sign up for free to be able to save this job for later.