Admin & Procurement Consultant

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

SCOPE OF WORK AND SPECRC TASKS

Under the direct supervision of the Operations Manager, the Consultant is responsible for the following tasks:

1. Provide efficient administrative support

Maintenance of log, files, records and documentations (electronic and hard copies) related to finance, procurement, travel and administration ensuring safekeeping of confidential materials.
Provide logistic support to organize official UN Women meetings, workshops, and retreats, ensuring all requirements are catered for as required;
Provide administrative support to maintenance of premises and common services, as needed.
Monitor and maintain office stationery supplies including purchase of stationery, distribution of stationery.
Provide administrative support to partnership and communication teams on traveling, official events etc.
Help with the preparation of supporting documents for finance and procurement process.
Perform other administrative tasks as assigned by the supervisor.

2. Provide procurement support

Provide inputs to the preparation of office 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.
Provide administrative support to contract management processes; maintain and monitor databasesof office contract/Pos.
Monitor contract implementation and deliverable schedule; timely complies, submit and follow up payment.
Support the Asset Management Focal Point in maintaining records of assets management and preparing reports.
Provide procurement support to partnership and communication teams.
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

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.

13 October 2021

13 November 2021

13 December 2021

13 January 2022

13 February 2022

13 March 2022

13 April 2022

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.