Administrative Associate

The Administrative Associate will provide comprehensive administrative, operational, and logistical support to the UN India SDG Country Fund Secretariat to ensure efficient day-to-day functioning. The role includes support for financial, procurement, compliance, travel, and coordination activities to facilitate smooth implementation of Fund-related activities.

Responsibilities

• Provide comprehensive administrative, operational, and logistical support to the UN India SDG Country Fund Secretariat to ensure efficient day-to-day functioning.
• Monitor deadlines, track action points and commitments, and facilitate timely collection, consolidation, and submission of reports and documentation to relevant stakeholders.
• Research, compile, and analyse information from internal and external sources, and prepare administrative reports, dashboards, and statistical summaries to support decision-making.
• Support budget administration, financial monitoring, and preparation of documentation required for audits, reviews, and compliance processes.
• Verify and process vendor registration and master data documentation within ERP systems, ensuring accuracy and compliance with organizational requirements.
• Support procurement processes, including preparation of solicitation documents (RFQs, ITBs, RFPs), coordination of bid receipt and evaluation processes, and issuance of purchase orders.
• Review and process travel requests, authorizations, claims, and related payments in accordance with applicable policies and procedures.
• Coordinate travel and logistical arrangements, including travel authorizations, hotel reservations, and procurement-related requirements for Fund activities.
• Liaise with internal and external stakeholders to support smooth coordination and timely implementation of Fund-related activities.
• Perform other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Requirements

• High School certificate with 6 years of experience OR Bachelor's Degree with 3 years of experience in administration or programme support services.
• Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP.
• Experience in vendor management and procurement processes is desired.
• Experience supporting budget monitoring, financial reporting, audit documentation, or compliance-related activities is desired.
• Experience arranging official travel, processing travel authorizations and claims, and coordinating logistical requirements is desired.
• Experience working with UN agencies, international organizations, government institutions, or development programmes is an asset.
• Fluency in Hindi and English is required.
• Certifications in Administration and Procurement are desirable.

Skills

• Office Applications
• MS Word
• Excel
• Database Management
• ERP Systems
• Vendor Management
• Procurement Procedures
• Budget Monitoring
• Financial Reporting
• Audit Documentation
• Compliance Activities
• Travel Arrangements
• Travel Authorization
• Logistics Coordination
• Administration Support
• Programme Support

Languages

Hindi, English