Title:Administrative and Finance Assistant
Practice Area – Job Family:Capacity Development – UN WOMEN
Vacancy End Date:13/03/2019 (Midnight New York, USA)
Duty Station:Beijing, China
Education & Work Experience:G-Bachelor’s Level Degree – 4 year(s) experience
Vacancy Type:Service Contract (SC)
Bureau:Asia & the Pacific
Contract Duration:12 months
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
UN Women’s China Office in Beijing supports and carries out work on (i) enhancing women’s economic empowerment; (ii) ending violence against women and (iii) peace, security and humanitarian action. In addition to the above, UN Women also actively participates and contributes to various UN inter-agency processes and collaborates with UN organizations around specific programme areas.
The UN Women China office will now hire an Administrative and Finance Assistant who will be responsible for providing administrative and financial support to the “Strengthening Qinghai Women Farmers’ Income Security and Resilience in a Changing Climate” (QWFIS) programme as well as the office. Under the guidance and supervision of Country Representative, the Administrative and Finance Assistant provides supports by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Assistant promotes a client, quality and results-oriented approach in UN Women.
The Administrative and Finance Assistant will work in close collaboration with relevant colleagues in the China office team as well as the Asia Pacific Regional Office, UN Women HQ and staff of other UN agencies as required to ensure consistent service delivery and to resolve complex administration and finance related issues.
Duties and Responsibilities
Provide administrative and logistical support for QWIFS,
Provide administrative support in the preparation of programme work plans and proposals on programme implementation arrangements;
Provide administrative support to the executing agencies / responsible parties on routine delivery and reporting of programme supported activities and finances;
Provide administrative support for the audit of programmes/ projects and support implementation of audit recommendations;
Undertake logistical, administrative and payment arrangements for organization of meetings, workshops, events, and missions and travel of the programmes.
Make travel arrangements for the Head of Office, including travel requisitions and claims;
Provide finance support for QWIFS and office management
Create requisitions in Atlas, register receipts in Atlas, prepare budget revisions, and monitor unutilized funds and the operational and financial close of a project;
Provide administrative support in monitoring and preparation of budgets and the finances of the programmes/projects, including tracking the delivery of funds and the preparation of FACE forms;
Assist in proper control of the supporting documents for payments and financial report for programmes
Provide administrative support to office maintenance and asset management,
Provide administrative support to maintenance of premises and common services such as office lease, cleaning services, as needed;
Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
Coordinate assets management in the office, prepare and submit periodic inventory reports, coordinate physical verification of inventory items;
Maintain filing system ensuring safekeeping of confidential materials, as necessary.
Coordination and administration of petty cash.
Support UN inter-agency processes and collaborates with other UN organizations around specific programme areas.
Support knowledge Building and knowledge sharing in the China Country office
Participate in the training for operations/project staff on Administration and Finance
Contribute to knowledge networks and communities of practice
Perform other tasks as assigned by the Country Representative
Key Performance Indicators
Adherence to UN Women rules and regulations;
Timely and quality procurement services;
Perform duties in a transparent and cost-effective manner;
Provide timely and quality advice to clients;
Timely and quality reports
Respect for Diversity
Awareness and Sensitivity Regarding Gender Issues
Creative Problem Solving
Leading by Example
Ability to administer and execute administrative processes and transactions;
Ability to perform work of confidential nature and handle a large volume of work;
Strong knowledge of administrative rules and regulations;
Strong IT and web-based management skills;
Ability to extract and interpret data
Required Skills and Experience
Education and certification:
Completion of secondary education is required;
Bachelor’s degree in Business or Public Administration or related fields is an asset.
At least 4 years of progressively responsible experience in administration, procurement, HR, or logistic support service;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in the use of ATLAS is an asset.
Fluency in English and Mandarin is required
Knowledge of the other UN official working language is an asset.
All female and male candidates are equally encouraged to apply.
Only applicants submitted through the link(https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=21614&hrs_jo_pst_seq=1&hrs_site_id=2) could be considered.