Administration and Operations Assistant

UNDP has been supporting the Ministry of Environment, Forest & Climate Change, Government of India to meet its national and international priorities and commitments. These include close to 40 projects in biodiversity conservation, sustainable resource management, climate change and chemical management. The technical and policy support provided by UNDP focus on institutional strengthening and building capacities to utilize natural resources in a sustainable way. 

 

The NRM and Biodiversity Programme  of UNDP aims to achieve sustainable natural resource management through an integrated landscape approach that focuses on protecting, restoring and managing degraded ecosystems to enhance the resilience of vulnerable local communities.  The programme intends to develop capacities of line ministries, departments, relevant national institutes and other relevant stakeholders to access biological and genetic resources for research and commercial utilisation and inclusion in the curriculum of training institutions. Evidence generated through pilots will inform policies and programmes to promote sustainable livelihoods and incorporate gender responsive strategies for natural resources and ecosystem management. 

 

The programme will support the government in meeting its obligations under various multilateral environmental agreements, specifically the Convention on Biological Diversity (CBD) by preparing national reports to the CBD Secretariat on progress towards implementation of its provisions and the National Biodiversity Action Plan and achievement of the National Biodiversity Targets. Studies show that current financial resources for conservation are inadequate and there is a need for innovative solutions to finance conservation and development. UNDP will continue to support the MoEFCC through the UNDP global programme ‘BIOFIN – Biodiversity Finance Initiative’ by preparing a resource mobilisation strategy and biodiversity finance plan and pilot a few innovations. Additionally, UNDP will support the MoEFCC in developing and refining national indicators for SDGs 12, 13 and 15 that currently lack traction. One of the significant component of the programme is to improve knowledge management and information systems with an overall goal of creating bridges between stakeholders from the grass root to the national and global level, for flow of information, exchange of ideas,  building visibility to the conservation needs and connecting policy makers, media, research and academic institutions, private sector, civil society organizations and local communities through a comprehensive programme and strategy. 

 

UNDP aims to engage an Admin & Operations Assistant to support the National Project Management Unit in matters related to administration and finance under the project. S/he shall work under the direct supervision of Programme Manager, UNDP, and shall also extend all possible support to the State Project Management Unit and Landscape-level Project Management Unit (LLPMU)  established under the project.

Supervisor: Head, NRM & Biodiversity
 

The  Administration & Operations Assistant will have the following roles and responsibilities: 

 

•Support in Administration & Operations Management of the project:

-Responsible for collating vendor information and sending it to GSSU for vendor creation;  

-Responsible for processing travel claims;

-Maintain documentation and support audit process;

-Maintenance of the proper filing system for HR and related documents;

-Training of staff on administrative procedures.

 

•Administrative support – travel and event management:

-Support organization of workshops, seminars, and Steering Committee meetings in close consultation with the Programme Manager;

-Provide support to the supervisor in designing of presentations;

-Travel arrangement for project team including booking of hotels, local conveyance, etc. 

 

•Programmatic support – documentation:

-Follow up with Project personnel on submission and compilation of regular and timely progress reports;

-Provide necessary operational support for implementation of project activities; 

-Maintain project specific documentation and minutes of the important meetings; upload all necessary document in PIMS.

 

•Contract Management

-Prepare database of the contracts issued for personnel, procuring goods and services, provide timely alert submission of deliverables and contract expiration & renewals;

-Follow-ups with vendors for timely submission of deliverables and invoices for settlement of payments;

-Support preparation and submission of Procurement Initiation documentation and follow-up with the UNDP procurement unit for issuance of contract;

-Support conduct of vendor evaluation.

 

•Asset Management

-Prepare and maintain inventory of asset procured under the project including action in UNDP ERP System (ATLAS);

-Facilitate conduct of physical verification of the asset. 

 

•Perform any other tasks assigned from time to time by the Programme Manager. 

 

Job Knowledge

 

•Experience of working with UN/international agencies/ NGOs/ Civil Society on similar assignments will be preferred. 

•Good understanding of administrative and operations processes of UN/international agencies will be an added advantage. 

 

Self-Management and Team Work: 

•Builds and maintains constructive relationships with colleagues (and reports where appropriate); treats people with respect, is co-operative, supportive and helpful with a positive contribution to the working environment.

•Ability to work independently and under pressure.

•Establishes priorities for self, schedules activities to ensure optimum use of time and resources; 

•Works as a team member;

•Self-development, initiative-taking;

•Approaches work with energy and a positive, constructive attitude;

•Demonstrates openness to change and ability to manage complexities

Educational Qualifications

 

•A minimum of Bachelor’s degree from a recognised University.

 

Experience:

 

•At-least 2 years of relevant experience in general administration & operations support service. 

•Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

 

Language Requirements:

Remuneration package is Rs. 58,646/- per month (taxable).  UNDP also offers additional benefits which include medical insurance coverage and encourages work life balance.