Administrative Associate

Job Description

Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

1.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 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.

The UN Resident Coordinator (UNRC) is the designated representative of the UN Secretary-General to the Government of India. The UNRC leads the UN Country Team in advocating the mandate of the United Nations, while drawing on the support and guidance of the entire UN family. UN Resident Coordinator's Office (RCO) supports the work of the UN Resident Coordinator in India and coordinates activities of the UN Country Team in its engagement with the Government of India as defined by the Government of India-UN Sustainable Development Cooperation Framework (UNSDCF). India is currently implementing the GoI-UNSDCF 2023-2027 which has outlined six thematic Outcome areas including: 1) Health and Well-being, 2) Nutrition and Food Security; 3) Quality Education; 4) Economic Growth and Decent Work; 5) Environment, Climate, WASH, and Resilience; and 6) Empowering People, Communities and Institutions. In addition, there are specific Outputs on SDG Localisation and South-South Cooperation, as well as cross-cutting enablers of the Cooperation Framework including Gender, Youth, Disaster Risk Resilience.

You are invited to join a team of future-smart 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 country-specific solutions that lead to sustainable development and reach those furthest behind first.

2.Office/Unit/Project Description

The UN Resident Coordinator (UNRC) is the designated representative of the UN Secretary-General to the Government of India. The UNRC leads the UN Country Team in advocating the mandate of the United Nations, while drawing on the support and guidance of the entire UN family. UN Resident Coordinator's Office (RCO) supports the work of the UN Resident Coordinator in India and coordinates activities of the UN Country Team in its engagement with the Government of India as defined by the Government of India-UN Sustainable Development Cooperation Framework (UNSDCF). India is currently implementing the GoI-UNSDCF 2023-2027 which has outlined six thematic Outcome areas including: 1) Health and Well-being, 2) Nutrition and Food Security; 3) Quality Education; 4) Economic Growth and Decent Work; 5) Environment, Climate, WASH, and Resilience; and 6) Empowering People, Communities and Institutions. In addition, there are specific Outputs on SDG Localization and South-South Cooperation, as well as cross-cutting enablers of the Cooperation Framework including Gender, Youth, Disaster Risk Resilience.

To support the funding requirements of the GoI-UNSDCF (2023-27), UN India has established a UN India SDG Country Fund as a pooled funding mechanism that aims to accelerate implementation of the 2030 Agenda for Sustainable Development in India by supporting the Government’s development priorities as outlined in the Government of India – United Nations Sustainable Development Cooperation Framework, 2023-27 (henceforth GoI-UNSDCF 2023-27, or Cooperation Framework). The Fund will draw up and mobilize financing for strategic interventions through which the UN development system can deliver in a more integrated and cohesive manner and contribute towards the implementation of the GoI-UNSDCF 2023 -27 and ultimately progress towards India’s ambitious vision for 2047.

The Fund will operate thematic windows aligned to the Cooperation Framework and any of the above-mentioned Outcome areas, specific Outputs and cross-cutting enablers could be potential thematic windows in the Fund.

One of the priorities for the Government is taking India’s model of delivering development to countries of the global South through strengthening partnerships, collaboration and knowledge exchange in areas ranging from healthcare to digital public infrastructure. Importantly, in the current Cooperation Framework, South-South Cooperation (SSC) has been included as a key engagement priority and a specific Output, convened by the UN Resident Coordinator. The aim is strengthening South-South cooperation for accelerating achievement of the SDGs, including through codifying Indian best practices in key development areas, showcasing Indian models of development globally, as well as facilitating partnerships at national/ sub-national levels with other countries towards this goal.

As mentioned above, the Fund will operate thematic windows aligned to the Cooperation Framework. Given the UN system in India’s long-term engagement with the government on the SSC and triangular cooperation agenda, one of the initial thematic windows would be on South-South Cooperation for acceleration of the SDGs.

A lean Secretariat, housed in the UN Resident Coordinator’s Office (UNRCO), will be created to service the UN India SDG Country Fund for the UN country team and facilitate management of proposals and implementation by specific UN agencies. To effectively manage the administrative functions and requirements of the Fund, the Office of the UN Resident Coordinator (UN RCO) is seeking to hire the position of Administrative Associate.

Under the direct supervision of the Manager - Fund Operations and Coordination, UN India SDG Country Fund, the position will provide overall support to the Fund on administrative functions and Fund office operations, administrative processes, ensuring high quality and accuracy of work while promoting a results-oriented approach.

3.Job Purpose and Scope of Work

A. Main Purpose:

The role involves providing all requisite support for administrative and operational requirements of the UN India SDG Country Fund including assistance in documentation, payments, travel, vendor creation set up, assistance in preparation of budget and information for audit etc.

B. Duties and Responsibilities:

1. Administrative and Operational Support

• Provide comprehensive administrative, operational, and logistical support to the UN India SDG Country Fund Secretariat to ensure efficient day-to-day functioning.
• Monitor deadlines, track action points and commitments, and facilitate timely collection, consolidation, and submission of reports and documentation to relevant stakeholders.
• Research, compile, and analyse information from internal and external sources, and prepare administrative reports, dashboards, and statistical summaries to support decision-making.

2. Financial, Procurement and Compliance Support

• Support budget administration, financial monitoring, and preparation of documentation required for audits, reviews, and compliance processes.
• Verify and process vendor registration and master data documentation within ERP systems, ensuring accuracy and compliance with organizational requirements.
• Support procurement processes, including preparation of solicitation documents (RFQs, ITBs, RFPs), coordination of bid receipt and evaluation processes, and issuance of purchase orders.

3. Travel and Coordination Support

• Review and process travel requests, authorizations, claims, and related payments in accordance with applicable policies and procedures.
• Coordinate travel and logistical arrangements, including travel authorizations, hotel reservations, and procurement-related requirements for Fund activities.
• Liaise with internal and external stakeholders to support smooth coordination and timely implementation of Fund-related activities.

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

4.Institutional Arrangement

Reporting To: Manager - Fund Operations and Coordination, UN India SDG Country Fund, and matrix reporting to: Chief of Staff, UNRCO
Reportees to this position (if applicable): N/A

5.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
1. 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.

2.Business Management
Operations Management
Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms

3.Administration & Operations
UN Travel Documents
Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement

4.Administration & Operations
Entitlement travel
Knowledge of policy and procedures related to entitlement travel, including the identification of entitlement for lump sum for UNDP as well as other UN agencies

5.Administration & Operations
Asset Management
Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ERP, perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.

6.Administration & Operations
Vehicle Management
Knowledge of policy and procedures on fleet management

7.Procurement
Procurement Management
The ability to acquire goods, services or works from an outside external source.
6. Minimum Qualifications of the Successful NPSA

Min. Education requirements
• Secondary education is required, OR
• A University Degree(Bachelor’s degree) in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.

Min. years of relevant work experience
Minimum of 6 years (with secondary education) or 3 years (with bachelor’s degree) of relevant experience in administration or programme support services is required.

Required skills
• Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP.

Desired skills in addition to the competencies covered in the Competencies section

• Experience in vendor management and procurement processes is desired.
• Experience supporting budget monitoring, financial reporting, audit documentation, or compliance-related activities is desired.
• Experience arranging official travel, processing travel authorizations and claims, and coordinating logistical requirements is desired.
• Experience working with UN agencies, international organizations, government institutions, or development programmes is an asset.

Required Language(s)
• Fluency in Hindi and English is required.

Professional Certificates
• Certifications in Administration and Procurement are desirable.

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.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.