JOB DESCRIPTION
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
Organizational Context:
Under the overall leadership and guidance of the United Nations Country Team (UNCT), the Operations Management Team (OMT) endeavours to facilitate the implementation of Delivery as One (DaO) by harmonizing the operational policies of UN agencies, funds, and programs in India. Moreover, the OMT proposes and implements inter-agency initiatives to ensure the quality of support services, while utilizing resources effectively.
Within this context, the OMT has decided to adopt and implement the UN Development Group’s (UNDG) resultsbased framework to enhance the planning, monitoring and management of the UNCT’s business operations and support to program delivery. This Business Operations Strategy (BOS) outlines the UNCT priorities in the field of common operations. The BOS aims to improve the quality, timeliness, and cost-effectiveness of the UN’s support to program delivery. To facilitate the initiation, monitoring and implementation of the Operations Management Team, the OMT Coordination Officer will work under the overall guidance and coordination of the UN Resident Coordinator (UNRC) and direct supervision of the Chair of OMT and will be engaged in supporting day-to-day operational matters of OMT and its working groups. The incumbent will be responsible for undertaking functions related to the coordination of data collection and analysis, interpretation, and implementation of BOS support activities.
Job Purpose and Scope of Work:
Under the direct supervision of the Chair of OMT and the overall guidance and coordination of the UNRC, the OMT Coordination Associate will support the OMT members and work closely with members of the RCO to link issues related to gender, disability, DRR etc. in the OMT to advance the DaO agenda.
Duties and Responsibilities
I. Coordination and support the preparation of the Business Operations Strategy:
- Coordinate the implementation of the BOS activities through data collection and analysis and timely information sharing with the BOS taskforce and OMT and its Working Groups. Provide the BOS taskforce with the required data for developing BOS and working closely with OMT and its Working Groups and providing administrative support for the successful preparation of the BOS.
- Work with the OMT and its Working Group Chairpersons to make sure adequate administrative support is provided for the timely delivery of the agency /inter-agency inputs for the different BOS processes. Coordinate capacity-building workshops pertaining to the development of BOS at different stages.
II. Maintain a fully functional Secretariat for the OMT:
- Supporting the coordination of the planning process; budget monitoring; operations coordination; reporting and documentation
- Regularly update the Long-Term Agreement (LTA) database and HR roster within the relevant systems
- Participate in the meetings and support OMT, OMT Working Groups and BOS task force Committee as necessary.
- Update the OMT and OMT working groups’ progress and minutes of the meetings in OMT records; and
- Undertake any other activities assigned by the Chair of the OMT.
III. Support the RCO with Day-to-Day Coordination with Counterparts to Advance the DAO Agenda:
- Coordinate between UN Agencies, Government, and relevant counterparts to promote a One UN approach towards programme and operational coordination.
- Support the Resident Coordinator’s Office (RCO) with piloting innovative tools that will enhance operational coordination.
- Supports the rollout of existing initiatives that support the DaO agenda.
IV. Support OMT and its Working Groups Support OMT and its Working Groups on common services for the designated service line(s):
- Support assessing the BOS implementation, results, and existing common services and identify areas where these services can be improved, and costs reduced.
- Monitor the implementation and progress of work plans, identify constraints/delays, and bring to the attention of the OMT Chair.
- Maintain the information flow at all classification levels within the OMT and initiate follow-up actions.
- Supported communication efforts in the One UN Knowledge Exchange Network on Yammer platform for OMT by posting up to date information to the different sections when needed. Maintained system-wide contacts on the coordination of matters related to day-to-day operations.
- Act as UN focal point for CANZA facilities and Protocol II (MEA).
- Assist in carrying out UN surveys related to the OMT.
Institutional Arrangement:
Direct Reporting To: Chair of OMT.
Overall Reporting To: Overall guidance and coordination of the UNRC, the OMT Coordination Associate will support the OMT members and work closely with members of the RCO to link issues related to gender, disability, DRR etc. in the OMT to advance the DaO agenda.
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:
Technical Competencies:
| Thematic Area | Name | Definition |
| Technical Competencies: | ||
| Administration & Operations | Events management (including retreats, trainings and meetings) | Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. |
| 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 |
| Cross- Functional Competencies | ||
| Business Development | Knowledge Facilitation | Ability to animate individuals and communities of contributors to participate and share, particularly externally |
| Business Development | Integration within the UN | Ability to identity, and integrate capacity and assets of the UN system, and engage in joint work; knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations |
| Business Management | Project Management | Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals. |
| Business Management | Communication | Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels |
| 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. |
Required Skills and Experience
Education:
Min. Education requirements:
- Secondary Education is required.
- University degree (Bachelor’s degree) in Business or Public Administration, Commerce, Economics, Political or Social Sciences will be given due consideration but is not a requirement.
Experience:
Min. years of relevant work experience:
- A minimum of six (6) years (with Secondary Education) or three (3) years (with Bachelor´s degree) of relevant experience in providing strong coordination, administrative and operational support.
- Any additional years of relevant work experience is highly desirable.
- Experience of working with international organizations and/or the UN/ allied agencies will be preferred.
Required skills:
- Proven ability to work independently.
- Evidence of strong research and analytical skills.
Usage of computers and office software package (MS Word, Excel etc.) and knowledge of database packages and experience in handling of web-based management systems is preferred. - A team player with excellent inter-personal skills.
Desired skills in addition to the competencies covered in the Competencies section.
- Ability to undertake extensive research.
- Demonstrates strong analytical oral and written communication skills
- Ability to engage effectively with other implementing agencies supporting the respective UN agencies, development partners, civil society organizations, the private sector, etc.
- Good understanding of the governance structure and systems in India, including the current political economy context.
Required Language(s):
Fluency in English and Hindi is required.
Disclaimer
Important information for US Permanent Residents (‘Green Card’ holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: 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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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