Regional Project Operations Assistant

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About the Organization

As the lead United Nations agency on international development, UNDP works in 170 countries and territories to eradicate poverty and reduce inequality. We help countries develop policies, leadership skills, partnerships and institutional capabilities to achieve the Sustainable Development Goals. Our work is centred around six core development areas, known as our signature solutions: poverty and inequality, governance, resilience, environment, energy and gender equality.

Job Description

The Regional Project Operations Assistant is responsible for overseeing and managing the operational activities of projects within the Bengaluru Region to ensure smooth execution and efficiency.

Job Responsibilities

The specific duties and responsibilities during the assignment will include, but not be limited to, the following:

• Undertake administrative, finance, logistical, travel, low-cost procurement, asset management and project personnel administration tasks of HSS project in full compliance with UNDP rules, regulations and policies.
• Preparation of e-requisitions and payment requests via UNDP ERP based platforms.
• Provision of services in organization and coordination of meetings, training sessions, workshops, conferences, and project events and prepare reports and meeting minutes, if required.
• Participate in the preparation of annual work plans, and project implementation plans and periodical reviews. Preparation and submission of required documents for audit and any type of reports.
• Booking arrangements for project-related travel. Follow up with travel reports and reconciliation of travel advances. Support to Project Administrative Associate in preparation of travel expenses reports.
• Quality Assurance of Travel Requests, Expense checklists and F10 received from the project personnel ensuring accuracy of all computations, availability of budget and completeness of supporting documentation. Assist project personnel on T&E matters.
• Provision of information for the state and district level project personnel at all levels on travel including entitlements, travel route and hotel arrangement.
• Maintenance of project assets and inventory, preparation of respective reports. Regular follow up with mobile service providers on SIM cards. Ensure that project assets and inventory are recorded and records maintained according to UNDP Rules and Regulations. Provide necessary guidance to project personnel.
• Maintain cooperation and communication with project partners and beneficiaries on the implementation of the agreed activities, especially for the events, training, workshops.
• Maintains proper document filing system according to UNDP India Document Management guidance, rules and regulations.
• Establish and maintain a record with contacts, pursue networking and information sharing and to follow up on partnership related issues.
• Prepare official correspondence as per request.
• Provision of basic HR support to project personnel at state and district level including Third Party contract holders.
• Maintenance and quality assurance of Leave & Attendance records of the state and district level personnel in respective regions. Timely submission of records to project HR Associate.
• Timely submission to project HR Associate contract extension/termination related requests and supporting documents.
• Support with personal appraisal exercise ensuring timely submission of work plans and reports

Education Qualification/Required Skills & Experience

Secondary education is required.

• A university degree in business administration, finance or economics or equivalent field will be given due consideration, but it is not a requirement.

Min. years of relevant work experience

• Minimum of 5 years (with secondary education) or 2 years (with bachelor’s degree) of relevant experience in administrative support, finance, or project coordination/implementation.

Required skills  

• Experience in the usage of digital finance solutions and software packages, and advanced knowledge of data management and systems.
• Experience and knowledge of Atlas/Quantum is a strong asset.
• Excellent interpersonal, networking and team building skills.
• Excellent skills in event and travel organization required.

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

• More than 1 year of experience working in the UN system
• Experience collaborating with government agencies, international organizations, and community leaders
• Knowledge of UN regulations, rules, and procedures

Required Language(s)   

• Fluency in English in required.

For more information please check the Link

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