Administration Associate
Organizational Context
The United Nations Office for Project Services (UNOPS) is the UN's operational arm, supporting peacebuilding, humanitarian, and development projects globally. The India Technology Hub (ITH) in New Delhi, part of the Information Technology Service (ITS), provides ICT support and develops digital solutions for UNODC field offices worldwide. This role supports the UNODC's mandate through HR services, operating under the direct supervision of the Team Leader of Shared Portfolio Services.
Job Purpose
The Administration Associate is responsible for providing comprehensive technical and administrative support services to ensure efficient, client-focused, and effective operations within administration and logistics. This role involves coordinating daily tasks, guiding personnel, and ensuring compliance with UNOPS and UNODC regulations. The incumbent will manage administrative processes, monitor team performance, and maintain accurate records of commitments and expenditures. A key aspect of the role is to foster a quality- and results-oriented approach, optimizing the use of office resources and ensuring client satisfaction through timely and effective service delivery in areas such as travel, inventory, and asset management.
Responsibilities
Coordinate administrative services, including guiding personnel on standard transactions and processes, ensuring compliance with UNOPS/UNODC rules. Monitor team performance and client satisfaction, implementing control mechanisms for administrative services and maintaining accurate records of commitments and expenditures. Oversee inventory control, including issuance and tracking of items. Review travel authorizations and payment requests, and serve as a transactional role in the ERP system. Compile data for financial resource planning and administrative budgets. Manage logistics systems, coordinating services for shipments, customs clearance, travel, event management, and transportation. Oversee supply and asset management, including physical verification and reporting. Manage protocol services, staff registration, and liaise with local authorities. Supervise transportation services, ensuring maintenance, insurance, and fuel monitoring, and oversee external contractors. Support training initiatives and participate in knowledge-sharing activities.
Work Experience
Required experience includes administration, logistics, operations, or related areas, along with proficiency in collaboration tools (e.g., MS Office, G-Suite) and web-based management systems. Experience in multicultural environments or UN system organizations in a developing country, and in development or humanitarian contexts, is desirable.
Skills
General Administration, Logistics, Asset Management, Inventory Control, Travel Management, Budgeting, Client Service, ERP Systems, Communication, Data Analysis, Billing Process, Invoice Processing.