Operations Assistant


Organisation:  UNDP

Apply By:  27 Jul . 2017

Location:  Bhopal(Madhya Pradesh)

 Operations Assistant
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Background

Under the overall guidance and supervision of the Head of State Office (MP), the Operations Assistant assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work. The Operations Assistant promotes a client oriented, quality and results-based approach.

The Operations Assistant works in close collaboration with the Head of State Office, Operations, Programme and Project staff in the CO to exchange information and ensure accurate and consistent service delivery.

Summary of Key Functions: 

  • Support in Implementation of operational strategies
  • Efficient administrative support
  • Support to supply and assets management
  • Accounting and administrative support
  • State Office cash management 
  • Ensure compliance of HR policies
  • Administration of budgets and functioning of the optimal cost-recovery system
  • Implementation of procurement process

Duties and Responsibilities

  • Ensures implementation of operational strategies, focusing on achievement of the following results:
  • Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
  • Provision of inputs to the state office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs) in procurement and logistics in consultation with supervisor.
  • Preparation of administrative team results-oriented workplans.

Ensures efficient administrative support, focusing on achievement of the following results:

  • Organization and coordination of shipments and courier service
  • Coordination of travel arrangements, including purchase of tickets, DSA calculations, PO preparation, arrangement of shipment/courier 
  • Support procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals
  • Organization of workshops, conferences, retreats/ hotel and conference facilities service
  • Support with protocol matters, coordination with local authority on space and other administrative matters.
  • Supervision of cleaning and pantry services.
  • Coordination of transportation services, regular vehicle maintenance and insurance.
  • Checking and certifying of vehicle daily log and petrol consumption
  • Prompt reporting of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.

Provides finance, procurement and HR support in the office, focusing on achievement of the following results:

  • Preparation of all types of vouchers
  • Confirmation of availability of funds prior to review by supervisor;
  • Responsible for collating vendor information and sending it to CO for vendor creation. 
  • Maintenance of data integrity in the database and initiation of corrective actions when necessary
  • Provide timely information to the CO for seeking GST reimbursements
  • Provide support in institutional/Individual contract management
  • Responsible for processing travel claims
  • Provide support in Country Office Audit
  • Management of cash receipts and petty cash
  • Maintenance of the proper filing system for finance, HR and procurement records and documents.
  • Training staff on UNDP administrative procedures
  • Maintenance of internal expenditure control system with regard to State Office related expenses
  • Ensure complete documentation for invoices received against the goods and services procured by the State Office.
  • Timely corrective actions on unposted vouchers, including vouchers with budget check errors, match exceptions, unapproved vouchers.
  • Timely response to CO requests to resolve financial data issues.
  • Implementation of HR processes in State Office as applicable including support to contract management

Provides support to proper supply and assets management, focusing on achievement of the following result:

  • Coordination of assets management in the state office, timely preparation and submission of periodic inventory reports.
  • Coordination of the provision of reliable and quality office supplies
  • Provide support for supplier selection and evaluation   
  • Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:
  • Prepare and record project budget in ERP (ATLAS) for approval
  • Presentation of thoroughly researched information for planning of financial resources of the state reports containing analysis of the financial situation.
  • Preparation of monthly/quarterly/annual financial reports for donor funded projects
  • Recording receipt of goods in ERP (ATLAS) towards the delivery of the goods/services

Competencies

  • Building Strategic Partnerships
  • Analyzes general information and selects materials in support of partnership building initiatives
  • Promoting Organizational Learning and Knowledge Sharing
  • Researches best practices and poses new, more effective ways of doing things
  • Documents innovative strategies and new approaches

Job Knowledge/Technical Expertise

  • Understands the main processes and methods of work regarding to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  • Demonstrates good knowledge of information technology and applies it in work assignments
  • Promoting Organizational Change and Development
  • Demonstrates ability to identify problems and proposes solutions.

Required Skills and Experience

Education:

  • Bachelor’s degree in commerce, science, management, or related field.

Experience:

  • 3-5 years of relevant experience in financial management and general administration, programme 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:

  • Fluency in English and Hindi is essential. Knowledge of local language(s) of the project state would be an asset.  
 

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