Operations Assistant

Background

This position is National Personnel Service Agreement NPSA6(NB3)

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

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 and foreign personnel
Application and renewal of UNLP for eligible staff
Review and update annually the Diplomatic Book issued by the Ministry of Foreign Affairs.
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

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
Provide advice on 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
In consultation with requesting unit, prepare and draft Terms of Reference for procurement of professional service and Technical Specification for procurement of goods/products.
Organize 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
Facilitate and organize bid evaluation and prepare evaluation report
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 contract for services in accordance with relevant polices
Management of Purchase Order (PO) and contract and extension through Atlas system and its related payment

Preparation of cost-recovery bills for the procurement services provided by UNDP to other Agencies
Serve as Secretary to the Due Diligence Committee

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
Participate public procurement seminar and provide procurement orientation as per partner request
Contribute and implement related activities of UN BOS (Business of Operating Strategy)

Competencies

Required skills and competencies

Leadership (Ability to persuade others to follow)

Proactively seeks and recognizes contributions of others
· Actively engages teams and encourages dialogue within and across teams
· Determines appropriate resources, methods, partners, information and solutions

Communication and Relationship Management (Ability to listen, adapt, persuade and transform)

Expresses information and views with adaptive reasoning and appreciation for complexity and variation
· Proactively expresses insights and/or questions in order to contribute to clarity,
accuracy, and focus in one’s work
· Speaks on behalf of team with professionalism and integrity consistent with UN values

Innovation (Ability to make new and useful ideas work)

Adapts deliverables to meet client needs
· Interprets policies and guidance within context and applies with judgment
· Anticipates obstacles and applies practical solutions
· Continually seeks improvement and agility in service delivery
· Collaborates to improve methods and delivery

People Management (Ability to improve performance and satisfaction)

Appropriately involves team in different stages of work and decision-making
· Seeks and values other’s initiatives and expertise
· Supervises teams with consistent direction and drives team engagement

Delivery (Ability to get things done while exercising good judgement)

Takes responsibility for addressing critical situations and delivering core value
· Demonstrates commitment to clients and quality
· Works to agreed goals dealing with challenges constructively
· Responsible for project implementation and/or team deliverables
· Ability to exercise sound judgement in delivering services and supervising teams

Desired additional skills and competencies

Relevant UN procurement experience would be assest

Required Skills and Experience

Min. Academic Education

University Degree in Public or Business Administration would be desirable

Min. years of relevant Work experience

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.).

Required Language(s) (at working level)

Fluency in English and Chinese.

Professional Certificates

CIPS.