Administration Associate

UNOPS; Delhi; On-site; INR 420,000 - 660,000; Full time

Job summary

UNOPS in Delhi seeks an Administration Associate to support administrative and logistics services, ensuring client-focused delivery. The role may supervise staff delivering essential processes and resources, aiming for cost-effective operations and compliance with UN rules.

Responsibilities include coordinating office transactions, monitoring performance, managing inventory and travel documents, and handling ERP transactions to support budgets and service delivery.

Qualifications

• Experience in administration, logistics, operations or related areas.
• Experience in the use of collaboration and productivity tools (e.g. MS Office, G-Suite, etc) and web-based management systems is required.

Responsibilities

• Coordinate individual work areas and guide personnel on executing standard office transactions, processes and client services, ensuring full compliance with UNOV-UNODC rules, regulations, policies and strategies.
• Monitor team performance against service agreements and assess client satisfaction.
• Implement control mechanisms for designated administrative services, including maintaining accurate administrative control records such as commitments and expenditures.
• Oversee inventory control, ensuring proper issuance and tracking of inventory items and supplies.
• Review travel authorizations, supporting documentation and payment requests.
• Serve as a designated transactional role in the ERP system.

Skills

Administration

Logistics

Operations

Team coordination

Education

Secondary school

Bachelor’s degree

Tools

MS Office

G-Suite

ERP system

Job description

Job Highlight

Drive smooth office operations by supporting administration, logistics, and client-focused services.

Role Purpose

The Administration Associate performs - and may supervise personnel in delivering - technical and administrative support services across both specialized and generalized processes in administration and logistics to ensure efficient, client-focused and effective service delivery. The incumbent fosters a quality- and results-oriented approach, ensuring the optimal and cost-effective use of office resources.

Functions / Key Results Expected

Administrative Services Coordination

• Coordinate individual work areas and guide personnel on executing standard office transactions, processes and client services, ensuring full compliance with UNOV-UNODC rules, regulations, policies and strategies.


• Monitor team performance against service agreements and assess client satisfaction.


• Implement control mechanisms for designated administrative services, including maintaining accurate administrative control records such as commitments and expenditures.


• Oversee inventory control, ensuring proper issuance and tracking of inventory items and supplies.


• Review travel authorizations, supporting documentation and payment requests.


• Serve as a designated transactional role in the ERP system


• Compile data and research information to support the planning of financial resources and administrative budgets for service delivery.

Logistics and Asset Management

• Oversee the implementation of logistics systems in line with UNOV-UNODC procedures.


• Coordinate and supervise services related to shipments and customs clearance, travel, event management, administrative surveys, transportation, insurance, building/facility/space management, and office supplies.


• Coordinate supply and asset management services, including physical verification of inventory items.


• Ensure timely preparation and submission of periodic inventory reports.


• Oversee protocol services, including staff registration and securing host government authorizations.


• Liaise with local authorities regarding authorizations, privileges and immunities for UNOV-UNODC personnel, as well as office space and other administrative matters.


• Compile information on administrative services provided for cost-recovery billing.


• Supervise transportation services, ensuring client service, regular vehicle maintenance, insurance coverage, and fuel consumption monitoring.


• Ensure prompt reporting and investigation of vehicle accidents, damage, loss or theft, and maintain updated vehicle history records.


• Oversee external transportation contractors, including client service delivery and invoice processing.

Knowledge Building & Sharing

• Support the organization, facilitation and delivery of training and learning sessions on administrative, logistics, travel, transportation, and asset and inventory management topics.


• Participate in knowledge-sharing initiatives and Communities of Practice (CoPs), contributing insights and lessons learned.


• Conduct research on administration-related topics and contribute to the drafting of reports, summaries and briefing notes.

Education Requirements

Required

• Secondary school (or equivalent) with 6 years of relevant experience OR


• Bachelor’s degree (or equivalent) in any discipline with 2 years of relevant experience is required.

Desired

• A globally or nationally recognized professional certificate in Administration is desired.

Experience Requirements

Required

• Relevant work experience in administration, logistics, operations or related areas.


• Experience in the use of collaboration and productivity tools (e.g. MS Office, G-Suite, etc) and web-based management systems is required.

Desired

• Experience of working in multicultural environments or UN system organizations in a developing country is desired.


• Experience in development or humanitarian contexts is desired.