Admin & Procurement Consultant (Chinese National Only)
Contract
This is a National Consultant contract. More about National Consultant contracts.
Background
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) innovative work to address gender issues in China. 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.
UN Women China Office is seeking a exprienced consultant to carry out administrative and procurement functions to ensure high quality, accuracy and consistency of work. The Consultant promotes a client-oriented approach consistent with UN Women rules and regulations.
Duties and Responsibilities
Under the direct supervision of the Operations Manager, the Consultant is responsible for the following tasks:
1. Provide general administration and operations support to China country office in compliance with UN Women rules, regulations, policies, and strategies:
Support OM to monitor Direct Project Management Cost (DPMC) and manage the office running expenses such as cost estimation, issuing Requisition in Quantum;
Prepare payment requests of operational expenses and submit in GST payment system;
- Maintenance of log, files, records and documentations related to procurement, travel and administration ensuring safekeeping of confidential materials.
- Coordinate and facilitate the organization of conferences, workshops, and retreats.Manage maintenance of premises and common services, as needed.
- Monitor and maintain office stationery supplies including purchase of stationery, distribution of stationery.
- Provide HR support as requested by supervisor, including leading the learning task force to organize training/learning sessions, lead on the induction programme.
- Function as knowledge management focal point, ensure the establishment and maintenance of knowledge management activietes are implemented as planned in the work plan.
- Provide administrative support to partnership and communication teams;.
- Coordinate and supervise travel arrangements (such as obtaining visa, issuing note verbal, hotel booking, airport transfer etc).
- Support on office lease and other common servies management including utilities consumption monitoring;
- Perform other administrative tasks as assigned by the supervisor.
2. Provide procurement support to China country office in compliance with UN Women rules, regulations, policies, and strategies
- Cooridnate with RO and HQ on preparation of China CO procurement plans; monitor the progress and implementation of the procurement plan.
- Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services, as necessary.
- Prepare Request for Quotations (RFQ), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, as necessary.
- Support on contract award and monitor contract implementation and deliverable schedule;
- Prepare payment documentation and submit to GST payment system;
- Support the Asset Management Focal Point in maintain asset records, reporting and disposal;
- Provide procurement support to partnership and communication teams as necessary.
- Develop and update the rosters of suppliers, and support the implementation of supplier selection and evaluation.
- Perform as travel focal points, monitor and support travel relations transactions in UNAll, incl. travel plan, travel request and travel claim to ensure corporate compliance.
- Function as office procurement focal point, proactively participate procurement taskforce meetings and UN China common procurement activities;
- Establish and monitor the contracting of Participation Level Agreement (PLA) for effectiveness and efficiency.
- Perform other procurement tasks assigned by the supervisor.
Competencies
Core Values:
· Respect for Diversity
· Integrity
· Professionalism
Core Competencies:
· Awareness and Sensitivity Regarding Gender Issues
· Accountability
· Effective Communication
· Inclusive Collaboration
Please visit this link for more information on UN Women’s Core Values and Competencies:
Functional Competencies:
- Proficiency in computers and office software packages (MS Word, Excel, etc.);
- Ability to work independently under tight deadline
Deliverables and Timelines
Deliverables
Tasks
Timelines
Monthly summary report on procurement and administrative actions
List of daily administrative service
- Distribution and replenishment of office stationery stock
- Procurement action, i.e. draft ToR, request for quotation/ request for proposal, prepare evaluation form, number of Ereq raised, coordinate with PO creation, etc.
- Logistics support for official meetings and events – meeting agenda, list of participants, invitation emails, etc.
- Contract management, including compile contract data base, monitor deliverables, evaluate service, follow up on payment, communicate with vendors, etc.
- Support asset verification and management; update asset list when there is/are new asset(s), year-end certification etc.
- Provide administrative support to organize trainings/team building events for staff based on survey results and needs from colleagues.
- Extend support to procurement activities of CGF team.
- Develop and update the rosters of suppliers, and support the implementation of supplier selection and evaluation.
- With the corporate transition to Quantum, provide support in monitoring core related budgeting and expenditure.
- Being knowledge management focal point, ensure the establishment and maintenance of knowledge management activities are implemented as planned in the work plan.
- With the corporate transition to Quantum, perform the procurement module focal point and lead the operations support team to ensure smooth transition on procurement related transactions in Quantum.
- Provide administrative support to partnership and communication teams on traveling, official events etc. Function as back up support for project teams during staff turn over to ensure a smooth transition;
- Perform as travel focal points, monitor and support travel relations transactions in UNAll, incl. travel plan, travel requests and travel claims to ensure corporate compliance.
27 September 2024
27 October 2024
27 November 2024
27 December 2024
27 January 2025
27 Feburary 2025
27 March 2025
Required Skills and Experience
Experience and required qualifications
- Minimum educational requirement: Bachelor’s degree in Business, Public Administration or related field;
- At least 5 years of progressively responsible experience in administration, procurement, HR, or logistic support service;
- Experience in Enterprise Resource Management System (ERP) is an asset.
- Previous working experience in the UN System is an advantage;
- Fluency in English and Chinese are required
Selection and evaluation criteria
The evaluation will be based on the following criteria.
No.
Criteria
Point
1
Minimum educational requirement: Bachelor’s degree in Business, Public Administration or related field;
25
2
At least 5 years of progressively responsible experience in administration, procurement, HR, or logistic support service;
35
3
Experience in Enterprise Resource Management System (ERP) is an asset.
20
4
Previous working experience in the UN System is an advantage;
20
Total
100
How to apply
All applications must include (as an attachment) the completed UN Women Personal History form (P-11). Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.
The Submission package includes:
- Motivation letter
- Education certificate
- Personal History Form (P11 which can be downloaded from https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc
Note:
In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality, and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW, and UNIFEM), which focused exclusively on gender equality and women's empowerment.
Inclusion Statement:
At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits employ, trains, compensates and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity, and organizational need.
It is important for UN Women to create an accessible and inclusive workplace for everyone. If you need any reasonable accommodation to support your participation in the recruitment and selection process, please direct your request and inquiries to china.hr@unwomen.org. Kindly note the email will only be used for any disability-related accessibility requests and not for sending the application itself.
UN Women China Office offers a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities.
UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)
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Source:
jobs.undp.org
