Senior Operations Assistant

Senior

Overview

Support operations, protocol, procurement, and security management.

You have:

• Completed secondary, technical, or vocational school.
• Minimum 10 years of experience in administrative and procurement activities.
• Experience in handling protocol issues with Indian Government, and various embassies and high commissions for visa-related issues for international staff and their dependents.
• Knowledge of UN systems and procedures as they relate to the daily operations and administration of host country privileges.
• Strong analytical and problem-solving skills, as well as the ability to interpret rules and administrative guidelines.
• Excellent interpersonal and communication skills (written and oral).
• Excellent knowledge of Enterprise Resource Planning (ERP) systems.
• Knowledge of protocol policies, procedures, and practices of international organizations.
• Excellent knowledge (written and spoken) of English and good knowledge of Hindi.

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education. More about G-7 contracts.

**OVERVIEW** ------------ Post Number : 4INEDPA047GI Grade : G-7 Parent Sector : Education Sector (ED) Duty Station: New Delhi Job Family: Administration Type of contract : Project Appointment Duration of contract : 1 year Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 30- APR-2023 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism ***Duration of Contract is one (1) year, with the possibility of an extension subject to the availability of funds and satisfactory performance.*** ***Only nationals of India or those authorized to work in India can apply for this post.*** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- The UNESCO Mahatma Gandhi Institute of Education for Peace and Sustainable Development (MGIEP) is UNESCO’s first education-related category 1 institute in Asia and the Pacific region towards the development and promotion of new approaches to education for a more peaceful and sustainable world. The Institute aims to become a globally regarded centre of excellence for research and implementation of socio-emotional learning (SEL) through innovative digital pedagogies empowered by Artificial Intelligence. Under the overall authority of the Director of the UNESCO Mahatma Gandhi Institute for Peace and sustainable development (MGIEP) and the direct supervision of the National Finance & Administrative Officer (AO), MGIEP, the incumbent support the AO in the implementation of operational strategy regarding Protocol, Procurement, logistics support and security management in compliance with guidelines set by UNESCO in an efficient, effective and client-oriented manner. The incumbent operates with a high degree of independence in carrying out the work, designing, and delivering services. Daily work, including the application of rules and procedures, is carried out autonomously, in accordance with delegated authority. Managerial guidance is focused on the successful resolution of work assignments and assistance with complex or difficult issues. Typically the incumbent supervises a team of at least one administrative assistant. The work affects the integrity of the organization’s control capacity and its efficiency. Long Description ---------------- Specifically, the incumbent will be responsible for the following: **1. Protocol** - Liaise with the Ministry of External Affairs (MEA) for administrative matters like issuance of staff Identity cards, endorsement/renewal of Indian visas for international staff and their families, renewal of Diplomatic passports, filing custom duty exemption certificates for clearance of official shipments/ personal effects of international staff, renewal of Airport Passes. - Take necessary approvals from MEA for sale, purchase, and registration of official and personal vehicles of international staff members. - Obtaining NOC and political clearance for a large conference, and providing updated information to the Ministry of External Affairs for the diplomatic list. - Maintain an up-to-date filing system and electronic database with client data and ensure the integrity of data stored therein. - Track expiry dates of documents and visas and notify clients to initiate renewal action in good time. - Prepare correspondence, note verbales, cover letters, and reports upon request. - Coordinate with relevant protocol divisions in the MEA (demonstrating tact, diplomacy, firmness, and persistence when necessary) to negotiate and solve sensitive and complicated problems. - Maintain regular contact with MEA officials to ensure that information available to staff on immigration, duty-free, and VAT/GST exemptions are updated immediately after changes occur. Long Description ---------------- **2. Procurement** - Prepares procurement plans for the office and their implementation monitoring in consultation with the Administrative Officer. - Researches and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., and obtains specifications for new products and equipment on the market. - Organization of procurement processes including preparation and conduct of Requests For Quotations (RFQs), Invitations To Bid (ITBs) or Requests For Proposals (RFPs), receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNESCO rules and regulations. - Prepares requisitions for supplies and equipment locally and abroad and arranges for control of distribution and maintenance of appropriate inventory records. - Prepares Purchase orders and contracts. Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received. - Implementation of the internal control system which ensures that contracts and Purchase orders are duly prepared and dispatched. - Timely corrective actions on POs/ Contracts with budget check errors and other problems. Development and update of the rosters of suppliers/vendors. **3. Safety and Security** - Deliver direct and indirect, activities concerned with office, premises equipment, furniture and vehicles and grounds maintenance, safety and security, transport, and similar services. Ensure appropriate and up-to-date insurance coverage for premises, vehicles, and equipment. - Act as an alternate focal point for the safety and security of UNESCO personnel and assist the AO in ensuring compliance with prevailing UN Common security policies, procedures, and standards. Assist the AO in following up on UNDSS recommendations. - Coordinate with the international staff and UNDSS for residential security assessments. - Ensure compliance of staff with security travel requirements and monitor completion of mandatory security training. Long Description ---------------- **4. Other tasks** - Review and approve administrative correspondence and forms, including those of a non-routine nature, prepared by other staff, and finalize correspondence requiring research and understanding of operational matters and knowledge of programme areas. - Undertake quality control of outgoing documents for accuracy of the information, grammar and style, and compliance with applicable standards. - Evaluate and propose improvements to work methods and processes. Assess the impact of changes and make recommendations on follow-up actions. - Liaise closely with other administrative areas to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes. - Keep abreast of changes to administrative rules, regulations, policies, procedures, guidelines, and other developments and provide guidance and deliver training to team members and staff with the view to building knowledge. - Provide briefings to staff on operational and administrative issues. Resolve non-standard issues. - Coordinate and oversee the organization of meetings, workshops, and other events. Participate in internal and external meetings and workshops in assigned areas of work to share information and guidance on administrative matters. - Attend and participate in meetings and workshops of UN agencies dealing with operational and administrative UN Common System matters. Prepare information notes on key issues and developments and follow up as required. - Perform other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning, etc. - Assign day-to-day duties to the official drivers, security guards, and housekeeping staff. **COMPETENCIES (Core / Managerial)** ------------------------------------ Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) Professionalism (C) **-** ----- For detailed information, please consult the [UNESCO Competency Framework](https://en.unesco.org/sites/default/files/competency_framework_e.pdf). **REQUIRED QUALIFICATIONS** --------------------------- ***Education*** - Completed secondary, technical, or vocational school. ***Work Experience*** - Minimum 10 years of experience in administrative and procurement activities. - Experience in handling protocol issues with Indian Government, and various embassies and high commissions for visa-related issues for international staff and their dependents. ***Skills and competencies*** - Knowledge of UN systems and procedures as they relate to the daily operations and administration of host country privileges - Strong analytical and problem-solving skills, as well as the ability, to interpret rules and administrative guidelines. - Flexibility to adjust work schedules and priorities. - Ability to interact with a wide range of partners with tact and discretion Ability to work as part of a team within a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes. - Excellent interpersonal and communication skills (written and oral). - Accuracy and attention to detail. - Excellent knowledge of Enterprise Resource Planning (ERP) systems. Ability to adapt quickly to new software and systems. - Knowledge of protocol policies, procedures, and practices of international organizations ***Languages*** - Excellent knowledge (written and spoken) of English and good knowledge of Hindi. **DESIRABLE QUALIFICATIONS** ---------------------------- ***Education*** - *University degree in business administration, finance, procurement/logistics or closely related areas.* - Specialized training or course in one or more of the following areas: logistics, finance, business administration, or other related areas. ***Work Experience*** - Experience in dealing with protocol issues. ***Languages*** - Knowledge of other UNESCO Official languages (Arabic, Chinese, French, Russian, and Spanish). **BENEFITS AND ENTITLEMENTS** ----------------------------- UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan, etc. The approximate annual starting salary for this post is INR 1,628,395. For full information on benefits and entitlements, please consult our [Guide to Staff Benefits.](https://en.unesco.org/sites/default/files/unesco-staff-compensation-booklet_en.pdf) **SELECTION AND RECRUITMENT PROCESS** ------------------------------------- Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the [UNESCO careers website.](https://careers.unesco.org/careersection/2/joblist.ftl) No modifications can be made to the application submitted. The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates. Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided. **Footer** ---------- *UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States ([last update here](https://en.unesco.org/careers/geographicaldistribution)) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.* *UNESCO does not charge a fee at any stage of the recruitment process.*

Apply now

Potential interview questions

Added 3 years ago - Updated 1 year ago - Source: careers.unesco.org