Operations Assistant

Agency  UNDP
Title  Operations Assistant
Job ID  27004
Practice Area – Job Family  Capacity Development – OPERATIONS TEAM
Vacancy End Date  20/11/2019 (Midnight New York, USA)
Duty Station  Beijing, China
Education & Work Experience  G-Bachelor’s Level Degree – 2 year(s) experience
Languages Required:  Chinese, English
Grade  SB3
Vacancy Type  Service Contract (SC)
Posting Type  External
Bureau  Asia & the Pacific

Contract Duration  12 months

 

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Background

Under the guidance and supervision of the Operations Manager, the Operations Assistant provides administrative and procurement services ensuring high quality and accuracy of work, execution of transparent and efficient services and processes in CO. The Operations Assistant promotes a client, quality and results-oriented approach.

The Operations Assistant works in close collaboration with the operations, programme and projects staff in the CO and other UN agencies staff to exchange information, resolve complex procurement and administrative issues and ensure consistent service delivery.

 

Duties and Responsibilities

Scope of service

• Management of administrative service

• Implementation of procurement service

• Support to knowledge building and knowledge sharing

Objectives/expected results

1.Ensure the management of administrative service focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies

• Implementation of the internal standard operating procedures (SOPs) in administration

• Arrange and obtain visa for all UN travelers, Resident Permit and Diplomatic Identification Card for international staff

• Application and renewal of UNLP for eligible staff

• Arrange and obtain airport pass for top leaders in accordance with relevant policy

• Ensure logistic support and services are provided to CO key events (e.g. Conferences, VIP visits, UN Day, etc) on a timely and quality basis

• Foster energy saving and implement green office policy

• Organization of high-level events and visits including arrangement of venue and facilities and protocol arrangements

• Support the protocol arrangement for UN VIPs on missions

• Manage ad-hoc tasks and emergent travel cases that may liaise with Ministry of Foreign Affairs for travel arrangement of high UN officials

• Arrange hotel booking for official missions

• Conduct annual UN Rate discussion and negotiation with hotels

• Conduct DSA (Daily Subsidy Allowance) survey as requested by ICSC

• Make arrangement of airport pick up as required. Meet higher officials at the airport and provide support of customs procedures and expedite check – in if necessary

2.Ensure implementation of procurement service, focusing on achievement of the following results:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control

• Assistance in the preparation of procurement plans for the office and projects

• Development and update of the rosters of suppliers

• Certify and process travel request and claim through management of Travel and Expense module; abide by travel related policies and procedures

• Monitor travel related information and data; ensure travel request and claims are timely settled in and outside the Atlas system

• Settle travel related bills and payment on regular basis

• Assist organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, proposal evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations

• Preparation of contract for services in accordance with relevant polices

• Management of Purchase Order (PO) and contract and extension through Atlas system and its related payment

• Timely completion of payment cycle and close PO in system

• Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP)

• Preparation of cost-recovery bills for the procurement services provided by UNDP to other Agencies

• Serve as Secretary to the Due Diligence Committee

3.Support to knowledge building and knowledge sharing in the UNDP China office focusing on achievement of the following results:

• Provide support to organization of training for the operations/projects staff on administration and procurement

• Contributions to knowledge sharing within UNDP and among UN agencies

 

Competencies

• Demonstrate integrity by modeling the UN’s values and ethical standards

• Demonstrate strong sense of responsibility and confidentiality

• Knowledge on diplomatic and protocol matters

• Display cultural, gender, religion, race, nationality and age sensitivity and adaptability

• Ability to perform a variety of specialized activities related to contract, asset management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies

• Sound knowledge of financial rules and regulations

• Strong learning abilities and apply newly acquired skills

• Good communication and interpersonal skills

• Willingness to share knowledge and experience

• Focus on result for the client and respond positively to feedback

• Consistently approach work with energy and a positive, constructive attitude

 

Required Skills and Experience 

• University Degree in Public or Business Administration would be desirable.

• 2-3 years of relevant experience in administration and procurement service is required at the national level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

• Fluency in English and Chinese.

 

All female and male candidates are equally encouraged to apply.  

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