Job Description
Background:
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
UN Women's India Country Office, based in New Delhi, India, works to accelerate the advancement of gender equality and the empowerment of women through the strengthening of strategic partnerships, technical and policy advisory services and advocacy with governmental, inter-governmental and civil society partners. In addition, UN Women CO is charged with leading and coordinating the UN system's work on gender equality, including through ensuring accountability for results.
Under the direct supervision of the Operations Manager, UN Women India CO, the Operations Analyst carries out varied and inter-related operational, logistical activities ensuring high quality and accuracy of work. The Operations Analyst is results and client oriented producing administrative services of the highest quality in a timely and proactive fashion.
Functions:
Manage and lead administration and operations for India Country Office (ICO) in accordance with UN Women rules and regulations and policies and strategies
- Contribute to annual workplan for the Operations Unit and monitor its implementation;
- Participate in review meetings and provide support to the assessment of the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;
- Provide technical guidance to colleagues on operational issues;
- Ensure a continuous and up-to-date flow of information between the CO and RO/HQ as needed;
- Coordinate the pre-audit preparations for the CO to be audit ready and complete the pre-audit checklist;
- Prepare for internal and external audits and coordinating implementation of audit action plan by drafting periodic status update reports and collating supporting documents.
Coordinate and administer procurement processes in accordance with UN Women rules and regulations and corporate policies and strategies:
- Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
- Generate procurement related reports; research and draft responses to enquiries;
- Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;
- Organize procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders;
- Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required;
- Prepare Purchase Orders (PO) and contracts in and outside QUANTUM, create vendor profiles in QUANTUM;
- Review procurement processes conducted by projects;
- Submissions to the Procurement Review Committee.
Ensure effective administrative and logistical arrangement, focusing on achievement of the following results:
- Organization of shipments, customs clearance arrangements, preparation of documents for shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions;
- Performance of a Buyer role in QUANTUM and preparation of POs for travel activities;
- Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of Purchase Orders;
- Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
- Administrative guidance to conferences, workshops, retreats;
- Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services:
- Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
- Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
- Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
- Maintenance of the filing system ensuring safekeeping of confidential materials;
- Extraction of data from various sources;
- Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
- Assistance in the preparation of budget, provision of information for audit.
Efficient travel management processes for ICO programme and projects focusing on achievement of the following results:
- Processing of Purchase orders for travel in QUANTUM or any other system;
- Ensures availability of budget according to COA;
- Follow-up with contracted travel agent to ensure provision of high-quality professional service and most competitive price;
- Provision of information to the staff on travel including entitlements, travel route and hotel arrangement.
- Arrangements for security clearance when required;
- Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices;
- Ensure hotel reservations for visiting UN Women officials;
- Processing requests for visas for all UN travelers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff;
- Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary;
- Processing of application and renewal of UNLP for UN staff;
- Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP;
- Reconciliation of settlements to be paid by the Finance Unit.
Efficient assets management focusing on achievement of the following results:
- Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users;
- Tagging all furniture/equipment upon receipt from the supplier. Update of non-expendable property inventory record and track movement of furniture piece.
- Entering records in the asset control database (system) ensuring inventory records are up to date and accurate
- Support to the management on physical assets disposal. Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action.
- Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property.
- Preparation of inventory reports as required
- Maintenance of the filing system ensuring safekeeping of confidential materials;
- Extraction of data from various sources;
- Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
Contribute to knowledge sharing:
- Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters;
- Compile lessons learnt and best practices in administration, procurement.
Any other tasks assigned by the Supervisor.
Key Performance Indicators:
- All services are provided in compliance with UN Women rules, regulations and policies
- Timely and accurate implementation of procurement processes
- Timely and accurate implementation of Admin. processes
- Provide timely and quality advice to clients;
- Timely and quality reports.
Competencies :
Core Values:
- Integrity;
- Professionalism;
- Respect for Diversity.
Core Competencies:
- Awareness and Sensitivity Regarding Gender Issues;
- Accountability;
- Creative Problem Solving;
- Effective Communication;
- Inclusive Collaboration;
- Stakeholder Engagement;
- Leading by Example.
Please visit this link for more information on UN Women's Values and Competencies Framework:
Functional Competencies:
- Good knowledge of operation, procurement, particularly in the UN system is an asset;
- Ability to provide advice and guide;
- Ability to contribute to the formulation and monitoring of management projects;
- Ability to handle confidential information;
- Negotiating skills;
- Good IT skills.
Education:
- Master's degree or equivalent in Business Administration, Public Administration or related field is required.
- A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
Experience:
- Minimum 5 years of extensive and progressively responsible experience in office management, operations in a large international and/or corporate organization.
- Experience in leading a team is required.
- Experience of IPSAS or IFRS is required.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and spreadsheet and database packages, experience in handling of web-based management systems is required.
- Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
- Experience in the UN system is desirable.
Required Languages:
- Fluency in English and Hindi is required.
- Knowledge of another official UN language is desirable.
Statements :
In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.
Diversity and inclusion:
At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.
If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.
UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women's policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)
