Project Administrative Assistant, New Delhi, India At UNDP – United Nations Development Programme

Closing date: Sunday, 17 September 2023

Job Identification : 11619

Locations : New Delhi, India

Posting Date : 09/01/2023, 06:02 AM

Apply Before : 09/17/2023, 06:29 PM

Job Schedule : Full time

Agency : UNDP

Grade : NPSA-5

Vacancy Type : National Personnel Service Agreement

Practice Area : Health

Bureau : Regional Bureau for Asia and the Pacific

Contract Duration : 1 Year with Possibility for extension

Education & Work Experience : Bachelor’s Degree – 2 year(s) experience OR High School certificate- 5 year(s) experience

Required Languages : English, and Hindi

Job Description


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.

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 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.

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.

Office/Unit/Project Description

In India UNDP is a long-standing partner of the Ministry of Health and Family Welfare (MoHFW) and its institutions at the State and District level. Guided by the government, the UNDP India work is fully carried out in close coordination with partner UN agencies and is focusing on better health services provided to population of India.

The overarching goal of UNDP’s work on health system strengthening in India is to facilitate equitable access to basic services by strengthening capacities of communities to demand and access services, and of institutions to deliver quality, timely and stigma free services and LNOB (Leaving no one behind).

The Gavi Alliance co-funded Health System Strengthening (HSS) programme is one of the efforts of the MoHFW to improve the quality and level of immunization coverage in India. UNDP has been a trusted partner of MoHFW and GAVI for many years in this flagship programme that has nationwide coverage and has supported vaccine delivery to over 1 billion people. The initially developed solutions (eVIN and CoWIN) have proven themselves well and now UNDP is given a unique opportunity to develop and integrate a new universal vaccination solution – U-Win – which will be the focus on the next phase of support.

While a large part of the HSS programme is related to digital solutions development, capacity building and implementation, it also includes technical support to the Ministry of Health and Family Welfare for prevention and management of non-communicable diseases, Neglected Tropical diseases and for leveraging technologies to track high risk pregnancies and thereby reduce maternal and child mortalities rates. Working closely with other development partners, the programme also supports the National AIDS Control Organization’s efforts in prevention and control of HIV and AIDS.

Duties and Responsibilities

The Project Administrative Assistant will work under the direct supervision of HSS Project Operations Analyst and general guidance of HSS Project Manager. Some travel to the field is expected.

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

  •  Undertake administrative, logistical, travel, and asset management tasks of HSS projects in full compliance with UNDP rules, regulations and policies.
  •  Support 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.
  •  Support to Operations Analyst and Finance Advisor in setting up travel management procedures including Third Party Contract holders.
  •  Quality Assurance of Travel Requests, Expense checklists and F10 received from the Regional Operations Assistants ensuring accuracy of all computations, availability of budget and completeness of supporting documentation.
  •  Provision of information to the project personnel at all levels on travel including entitlements, travel route and hotel arrangement.
  •  Guides the Regional Operations Assistants to ensure processing of travel authorization and travel claims are in line with travel entitlements for project personnel, event participants, consultants, etc.
  •  Manages reconciliation of travel allowances and settlements to be paid to the Third Party Contracting company and project personnel.
  •  Identifying and generating periodic reports from the Travel and Expense module, if required.
  •  Review and analysis of the information to ascertain the accuracy of the data.
  •  Synthesis of data to conduct a spot check of the various travel-related expenses.
  •  Offer of guidance and training to HSS regional project teams towards empowering them to carry out the spot checks, and improving their understanding and compliance with policy in the processing of travel-related expenses.
  •  Guide and assist regional project teams, experts and consultants on travel and logistics matters.
  •  Coordinate and provide support to organization of trainings, field visits, missions, and conferences.
  •  Maintain communication with stakeholders responsible for tasks pertaining to the project’s scope of work.
  •  Maintain cooperation and communication with project’s partners and beneficiaries on the implementation of the agreed activities, especially for the events, trainings, workshops.
  •  Establish and maintain record with contacts, pursue networking and information sharing and to follow up on partnership related issues.
  •  Prepare official correspondence for national and international partners.
  •  Ensure that project assets and inventory are recorded and records maintained according to UNDP Rules and Regulations. Provide necessary guidance to Regional project teams.



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

Business Management:

Results-based Management

  •  Ability to manage programmes and projects with a focus at improved performance and demonstrable results

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 client needs.
  •  Look for ways to add value beyond clients’ immediate requests.
  •  Ability to anticipate client’s upcoming needs and concerns.

Administration & Operations:

Travel Policy and procedures

  •  Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel related matters.

Inventory management

  •  Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above.

Digital Innovation:

Data Analysis

  •  Ability to extract, analyse and visualize data (including Real-Time Data) to form meaningful insights and aid effective decision making.

Required Skills and Experience


  •  Completion of Secondary education is required.
  •  Bachelor’s degree in business administration, finance or economics is desirable.


  •  Minimum 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.
  •  Excellent interpersonal, networking and team building skills.
  •  Excellent skills in event and travel organization required.

Desired skills:

  •  More than 2 years of experience working in the UN system.
  •  Experience collaborating with government agencies, international organizations, and community leaders.
  •  Knowledge of UN regulations, rules, and procedures.
  •  Experience and knowledge of Atlas/Quantum is a strong asset.

Required Language(s):

  •  Strong oral and written communication skills in English and native language (Hindi).


Remuneration starting at 710,977.72 INR (Annual) / 59,248.14 INR (Monthly) as per the scale depending on qualifications and experience. The remuneration is excluding 8.33% pension amount paid over and above the salary.


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.


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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September 2023