ICT and Admin Assistant

Agency  UNDP
Title  ICT and Admin Assistant
Job ID  24836
Practice Area – Job Family  Capacity Development – OPERATIONS
Vacancy End Date  30/07/2019(Midnight New York, USA)
Duty Station  Beijing, China
Education & Work Experience  G-Bachelor’s Level Degree – 1 year(s) experience
Languages Required:Chinese, English
Grade  SB2
Vacancy Type  Service Contract (SC)
Posting Type   External
Bureau  Asia & the Pacific
Contract Duration 12 Months with possible extension based on performance and fund




Under the guidance and supervision of Operation manager, perfume day-to-day ICT support services and registry work. The ICT and Amin Assistant demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.

Duties and Responsibilities

Ensure implementation of ICT systems and strategies and ensures effective functioning of the CO hardware and software packages.  Provides administrative support, focusing on achievement of the following results:
•Provision of ICT support to any type of events such as webinar, workshop, conference and video conferences
•Implementation of internal policies and procedures on the use of ICT
•Response to user needs and questions regarding network access.
•Provide trouble shooting for issues related to computers, network and projectors
•Perform any other duties assigned by the supervisors
•Work as focal point of Intranet migration

Ensure implementation of operations strategies, provide administrative and logistic support focusing achievement of following results:
•Set up and maintenance of the office filing system in accordance with the UNDP Global Filing System
•Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.
•Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents
•Provision of photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of  reference and background material from registry files
•Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
•Preparation of correspondence and reports related to registry activities
•Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff
•Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer.
•Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for
•Provide general administrative support as requested by the supervisor and the office such as translation of simple documents, preparation of routine correspondences

Perform any other duties as assigned by the supervisors


•Demonstrates commitment to UN’s mission, vision and values
•Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
•Demonstrates sound judgment, diplomacy and sensitivity to confidential matters
•Shares knowledge and experience and provides helpful advice to others in the office
•Development and Operational Effectiveness
•Knowledge of UN/UNDP
•Excellent communications and writing skills
•Good analytical and organizational skills
•Focuses on result for the client and responds positively to feedback
•Self-motivated and consistently approaches work with a positive, constructive attitude. Demonstrates openness to change and ability to manage complexity
•Relevant knowledge and experience with Microsoft Office 365
•Knowledge of network structure and windows domain
•Ability to perform a variety of repetitive and routine tasks and duties related to registry
•Ability to handle a large volume of work possibly under time constraints
•Good knowledge of administrative rules and regulations

Required Skills and Experience

•University and above graduated, major in computer or administration or related
•Minimum of 1 year of working experience, including ICT support, help desk or website management, or administration
•Fluency in English and Chinese, both in oral and in written

All female and male candidates are equally encouraged to apply.