Operations Associate

Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

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 new 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 

The Government of India has accorded high priority to the socio-economic development of Scheduled Tribes (STs), who constitute approximately 8.6 percent of the country’s total population. Despite sustained efforts, tribal communities continue to face significant development challenges, with human development indicators related to 
health, education, gender equality, livelihoods, and access to basic services remaining below the national average. 

In alignment with the Sustainable Development Goals (SDGs) and the Agenda 2030 commitment to “Leave No One Behind,” UNDP India implements comprehensive programmes focused on tribal development and inclusive growth. 

UNDP supports the Government of India through policy advisory, planning, monitoring, and implementation support for tribal development initiatives and central sector schemes. The programme also provides technical assistance to tribal welfare departments in selected states, including, Chhattisgarh, Maharashtra, Mizoram, Tripura, and Andhra Pradesh, with a focus on strengthening institutional capacities, improving service delivery systems, enhancing convergence, and promoting sustainable livelihood opportunities for tribal communities.

Common Ground, an initiative anchored by Living Landscapes, leverages the ecological commons (community forests, pasture lands and water bodies) to address linked crises of livelihoods, climate, and equity, through a system-wide collaborative action framework. It aims to do so by (i) strengthening ‘effectiveness of grassroots actors 
and channel voices of local communities, women in particular.’ (ii) embedding ‘ecological and social considerations in policies, programmes, and investments.’ (iii) promoting ‘space for equitable negotiation between rural communities and markets’, and (iv) building ‘a social infrastructure of responsive actors and institutions, by 
catalyzing supportive relationships between them, aligning resource flows, and enabling knowledge systems.’ 

Recognizing the complementary nature of their work, UNDP and Common Ground aim to leverage their respective comparative advantages and collaborate to strengthen forest governance systems, promote sustainable and climate-resilient livelihoods, and enhance socio-economic opportunities for tribal communities. The partnership will 
focus on enabling community-centered and inclusive development approaches that contribute to long-term ecological sustainability and empowerment of tribal populations.

Duties and Responsibilities

A. Main Purpose:
UNDP proposes to engage an Operations Associate to support office operations and project implementation for the Tribal projects under the SDG Acceleration and Finance Unit. The incumbent will perform a range of standard administrative, HR, procurement, financial, and coordination functions. This position will be based in the UNDP 
Country office and will work under the direct supervision of the Project Analyst-Tribal Rights and the overall supervision of the Chief Advisor, UNDP. This position will ensure the engagement of all direct stakeholders and delivery of project objectives with other team members.

B. Duties and Responsibilities:

Administrative and implementation support to the tribal projects under the SDG acceleration Unit.

1. Procurement and HR Support
• Support end-to-end procurement processes including preparation of RFPs/RFQ documents and documents for the hiring of Individual Consultants (ICs) for the tribal portfolio.
• Support all procurement processes including vendor identification, assessment, registration, recording of delivery, quality control, timely payments, and closure.
• Coordination with the Country Office procurement team on a regular basis to ensure smooth processing.
• Support recruitment processes, including advertisement of positions, coordination of interviews, and contract issuance/renewals. 
• Ensure full compliance with UN/UNDP rules, regulations, policies and strategies, implementation of effective internal control. 

2. Financial Management 
• Create e-requisitions, purchase orders (POs), and register goods receipts in the UNDP Quantum system.
• Follow up with vendors to ensure timely receipt of invoices and correct documentation for processing 
payments through GSSU. 
• Support in the preparation of Annual Work Plans, Half Yearly and Annual Progress Reports, and Donor 
Reports.
• Maintain internal expenditures on tracking systems and monitor fund utilization in compliance with UNDP rules and procedures. Support effective financial resource management and reporting. 

3. Administrative Support
• Assist with organization of meetings, including regular monthly reviews with the Tribal State Project Management Units (SPMUs) and ad-hoc meetings related to projects; help prepare relevant documentation, presentations, and meeting minutes/summaries of actions to be taken.
• Support organization of workshops, events, seminars, and retreats, including logistical assistance such as travel arrangements, hotel bookings, IT arrangements, etc.
• Facilitate travel arrangements logistics for the SPMU Teams, including initiation of Purchase Orders (PO)
• Support in logistical arrangements for field visits, official missions, and meetings, including travel booking, DSA requests, and reimbursements. 
• Maintain inventory records related to equipment and supplies procured under the projects and support verification processes.
• Support in maintenance of documentation repository comprising all supporting records, documents and files from project activities.
• Ensure that project contributes to the promotion of gender equality by reaching, involving and benefiting both women and men in its activities (gender mainstreaming)

4. Support knowledge building, knowledge sharing and capacity building relevant to the project. 
• Participate in training and organize briefings on internal procedures for the project staff. Provide support to other capacity building activities, materials for workshops, or platforms that tap into the collective intelligence of communities and mobilize action.
• Make sound contributions to knowledge networks and communities of practice. Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Institutional Arrangement

Reporting To: Project Analyst- Tribal Rights, NPSA 9
Repotees to this position (if applicable): NA

Core Competencies

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, deliver 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

1) Thematic Area : Business Management  

Name : Operations Management 

Definition : 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

2) Thematic Area : Finance 

Name : Accounting (General)
Definition : Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations

3) Thematic Area : HR - Recruitment

Name : Assessment and Selection
Definition : Knowledge and ability to apply various candidate assessments and selection methodologies, tools and platforms; ability to effectively align them with specific recruitment needs

4) Thematic Area : Business Management

Name : Communication
Definition : 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

5) Thematic Area : Procurement

Name : Contract management
Definition : Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

6) Thematic Area : Business Development

Name : Integration within the UN
Definition : 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

7) Thematic Area : Administration & Operations

Name : Events management (including retreats, training and meetings)
Definition : Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Required Skills and Experience

Min. Education requirements
• Secondary education is required.
• A university degree (bachelor’s degree) in Social Sciences, Development Studies, Operations, Management, Economics, International Studies, Business Administration or equivalent fields will be given due consideration but is not a requirement.

Min. years of relevant work experience
Minimum of 6 years (with secondary education) or 3 years (with bachelor’s degree) of work experience in Project and administration management or relevant related field is required.

Required skills
• Experience using MS Office applications, including Word, Excel, Access, Power Point, along with proficiency in internet and email-based communication tools.

Desired skills in addition to the competencies covered in the Competencies section
• Demonstrated experience in supporting project implementation functions, including procurement, financial management, human resources, and operational logistics.
• Experience in using web-based management systems and ERP platforms, with preference for familiarity with UNDP Quantum (Oracle-based ERP) or similar financial management systems.
• Experience in maintaining project documentation, audit records, inventory, and compliance-related files.
• Prior experience working with International Development Organizations, Development Partners, UN agencies, or Government institutions.

Required Language(s)
• Fluency in English and Hindi is required.

Professional Certificates
CIPS level 2 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

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