Regional Project Operations Associate - UNDP - Jaipur, Rajasthan
(2024-06)
- Undertake administrative, finance, logistical, travel, low-cost procurement, asset management and project personnel administration tasks of HSS project in full compliance with UNDP rules, regulations and policies.
- Provide administrative and logistic support for organization of workshops/ seminars/ meetings/ travel and other related activities.
- Provide timely guidance and support to the Regional Cluster Operations Assistants on routine UNDP operational procedures and guidelines for implementation of projects.
- Provision of basic HR support to project personnel at state and district level including Third Party contract holders
- Facilitate the process of getting approval and PO for the vendor
- Preparation of e-requisitions and payment requests via UNDP ERP based platforms.
- Operating ERP based Financial Accounting System for preparation of vouchers for the project (including the processing of vendor creation and settling of travel claims), maintenance of the internal expenditure control system, creation of requisitions in the system, making budget checks in the system.
- Processing of payment PO and Non-PO payments with full documentation the in ERP system-Quantum
- Coordinating with the country office on all HR matters, including recruitment, hiring of consultants, leave monitoring, and issues relating to staff entitlements, exit formalities and briefing the new joiners about the policy.
- Ensuring provision that travel arrangements and authorizations, mission requests, passport and visa requests and extensions, flight bookings and all other matters related to travel of international and national project staff inside and outside India are properly and timely authorized and processed.
- Assist in preparation of budget, grants, work plans and budget revision
- Assist all necessary financial disbursements for goods and services in a timely manner and follow ups for payments.
- Support the Project Manager and Project Operation Analyst on audit and follow up action.
- Provide all required documentation and clarifications for statutory, internal and donor audits.
- Participate in the preparation of annual work plans, and project implementation plans and periodical reviews.
- Provide support in quality control of project activities, including assessing impact and effectiveness, tracking outputs and results, and ensure timely and efficient delivery.
- Booking arrangements for project related travels. Follow up with travel reports and reconciliation of travel advances. Support to Project Administrative Associate in preparation of travel expenses reports.
- Quality Assurance of Travel Requests, Expense checklists and F10 received from the project personnel ensuring accuracy of all computations, availability of budget and completeness of supporting documentation. Assist project personnel on T&E matters.
- Contribute to timely day-to-day financial operations of the Project in close coordination with UNDP CO Finance Team, Regional Clusters and Project Operations Analyst.
- Maintenance of project assets and inventory, preparation of respective reports. Regular follow up with mobile service providers on SIM cards. Ensure that project assets and inventory are recorded and records maintained according to UNDP Rules and Regulations. Provide necessary guidance to project personnel.
Regional Operations Associate - UNDP - Bhopal, M.P
(2015-10 - 2024-05)
- Provide support in quality control of project activities, including assessing impact and effectiveness, tracking outputs and results, and ensure timely and efficient delivery.
- Contribute to assistance to partner agencies involved in project activities, performing and monitoring financial aspects to ensure compliance with budgeted costs in line with UNDP policies and procedures.
- Responsible for collating vendor information and sending it to GSSU for vendor creation.
- Responsible for processing offline travel claims of UNDP staff & Support UNDP project staffs on T& E module.
- Uploading the invoices in GSSU portal for GST approvals.
- Process timely payments of vendors, travel and other claims of staff.
- Coordinate with vendors and UNDP finance team for timely payment.
- Maintain documentation and support audit process.
- Regular follow-up with mobile service providers like Airtel, Vodafone, BSNL for the bills & SIMs related issues.
- To work closely with external agencies (third party) on travel entitlement calculation and ensuring timely reimbursement to staff recruited through third party.
- Preparation of Budget for the training programs to be held in state and districts.
- Operating ERP based Financial Accounting System for preparation of vouchers for the project (including the processing of vendor creation and settling of travel claims), maintenance of the internal expenditure control system, creation of requisitions in the system, making budget checks in the system.
- Financial monitoring of contracts and bringing to notice of the Unit Head all issues needing attention.
- Coordination of assets management in the state office.
- Prepare and maintain records of asset procured for the state office and district offices.
- Timely preparation and submission of periodic inventory reports.
- Coordination of the provision of reliable and quality office supplies.
Administrative Officer - FHI360 - Bhopal, M.P
(2012-09 - 2015-09)
- Support in managing project finances, process invoices and ensure tax exemption for project related goods and services.
- Identifying, negotiating and finalizing the Hotel and other accommodation for Visits / Meetings.
- Review of travel vouchers of staff, travel agents, hotel bills etc and forwarding the bill/invoices for payment.
- Management of Inventory (All Assets) and undertake periodical physical inventory of all assets and maintaining the necessary records. Maintaining Asset/equipment List with appropriate coding, warranty, guarantee including insurance details.
- Supervision of the matters relating to the building – repairs and maintenance, security, tenancy, insurance, electricity, water etc. as also the sitting arrangements for staff and creating their comforts/infrastructure support.
- Ensure adherence to procurement policies and maintain records related to procurement carried out.
- Maintain office petty cash expense account; verify invoices and reimbursement vouchers.
Administrative Assistant - WaterAid - Bhopal, M.P
(2008-10 - 2012-08)
- Facilitate tracking of budget and expenditures pertaining to different partnering states under Memorandum of Agreements including preparation of statement of expenditures, utilization certificates, etc.
- Monitor project expenditures, ensuring that no expenditure is incurred before it has been authorized.
- Verify the invoices and reimbursement claims of the staff and forwarding to Finance section.
- Managing petty cash and office routine supplies & timely payment of utility bills & temporary staff.
- Review of travel vouchers of staff, travel agents, hotel bills etc and forwarding the bill/invoices for payment.
- Perform preparatory work for mandatory and general budget revisions, annual physical inventory, and assist external evaluators in fulfilling their mission.
- Procurement of all IT and administration related items and preparation of work orders as per the organisation policy.
- Supervision of the matters relating to the building – repairs and maintenance, security, tenancy, insurance, electricity, water etc. as also the sitting arrangements for staff and creating their comforts/infrastructure support.
- Communication and liasoning support with HQ, State Government, International Agencies and NGOs at State Level.
- Supporting in Finance Audit. Providing documents to the audit team as required.
- Maintaining temporary staff register and timely payment of temporary staff.
- Ensure that all applicable statutory compliances are met. These include Property taxes, regulatory deposits and other applicable regulations.
Administrative Assistant - CARE INDIA - Bhopal, M.P
(2005-09 - 2008-09)
- Participate in the preparation of work plans, operation plans and procurement plans and periodical reviews thereof.
- Required to keep a stock of the inventory and visit the district office and verify the assets and also get the same audited and verified by various internal and external agencies.
- Contribute to team in drafting quarterly and yearly project progress reports concerning financial issues including Partners and Donors, etc. in compliance with reporting needs and procedures.
- Ensure that all project financial activities are carried out on schedule and within budget to achieve the project outputs.
- Making NGO contracts and their budget thereof. Allotment of budget according to the SOW provided to them.
- Liasioning with the CO, CG office, district team, Govt officials and other stakeholders.
- Forecasting the requirement of funds, their optimum utilization, control and balance the shortage or idle funds.
- Verifying the invoices and reimbursement claims of the staff and forwarding to Finance section.
- Follow up with the district team for timely submission of DMPR, TER, DAPR, Fund Request, in case of any delay.
- Compilation of Quarterly Progress Report, Half yearly Reports, Annual Reports.
- Facilitated in making the Result Report of MP, especially the district activities and data analysis.
- Reviewing of travel vouchers of staff, travel agents, hotel bills etc and forwarding the bill/invoices for payment.
Stenographer - MP Madhya Kshetra Vidyut Vitaran Co. Ltd. - Bhopal, M.P
(2004-05 - 2005-09)
- Providing secretarial support to the Superintending Engineer.
- Preparation of Note sheets and forwarding it to Joint Secretary for further action.
- Compilation of monthly consumption data of HT consumers and analysis
- Managing routine correspondence and record keeping.
Office Secretary - Indian Institute of Forest Management - Bhopal, M.P
(2001-06 - 2003-07)
- Financial support for workshops, field trips, and other project related activities.
- Coordinating with HR / Finance Department over the leave details, financial settlements etc of the project team.
- Verifying the invoices and reimbursement claims of the staff and forwarding to Finance section.
- Consolidating project reports and documents after receiving from the field.
