UNDP Jobs - 51059- Office Manager

Office Manager

Location :

Beijing, CHINA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

12-Nov-14 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

Languages Required :

English Chinese

Expected Duration of Assignment :

one year

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

The Greater Tumen Initiative (GTI) (originally known as the Tumen River Area Development Programme –TRADP), is an intergovernmental cooperation mechanism in Northeast Asia, supported by the United Nations Development Programme (UNDP), with a membership of four countries: People’s Republic of China, Republic of Korea, Mongolia and Russian Federation.

In 1995, member governments signed formal agreements to establish the intergovernmental cooperation mechanism, aimed at strengthening economic and technical cooperation, and attaining greater growth and sustainable development for the peoples and countries in Northeast Asia and the Tumen River area in particular.

Since its creation, the GTI has remained a unique intergovernmental platform for economic cooperation, fostering peace, stability and sustainable development in Northeast Asia. It is playing a significant role in expanding policy dialogue and strengthening a business-friendly environment in the region, therefore contributing to the improvement of living standards through the development of infrastructure and the promotion of trade and investment.

In 2005, the member countries agreed to assume the full ownership, and focus on the promotion of regional cooperation in the key sectors of economy: energy, transport, tourism, trade & investment and environment as a cross-cutting sector.

In recent years, GTI member countries recognized the importance to expand cooperation in wider areas, and agreed to establish the new mechanisms under the GTI framework. In this connection, the Northeast Asia Local Cooperation Committee was established in 2013. More institutional framework, such as NEA Exim Bank Association, GTI Research Institutions Network, GTI Agriculture Board, NEA National Chambers Association will be launched in coming period.

Duties and Responsibilities

Under the guidance and supervision of the Director of GTI Secretariat, the incumbent will take the lead to manage the administration of the GTI Secretariat to ensure the efficient and effective operations of the office. Specifically, the incumbent will perform the following responsibilities and tasks:

I. Finance/Budget

Prepare and estimate the GTI Secretariat’s annual operational budget; Monitor and report on the status of the budget by preparing the financial analysis and the detailed expenditures report;
Manage the GTI Common Fund to ensure the contributions from member countries arrive in time and the expenditures are appropriately accounted for in line with the approved budget;
Manage the GTI Business Advisory Council (BAC) budget to ensure the membership funding is well appropriated;
Manage the UNDP/ROK Trust Fund to ensure the donor’s money is well accounted for and the designed projects under the Trust Fund are implemented according to the agreed TOR and UNDP’s policies.
Estimate the budget of GTI projects and activities, monitor the financial status and produce the final expenditures reports;
Coordinate with suppliers and UNDP Finance Unit to arrange the payment in the timely manner;
Initiate the Atlas transactions by inputting the data pertaining to the travel authorization, consultants’ payments and budget revision.

Manage the petty cash of the GTI Secretariat.
Respond to financial inquiries from member countries, donors, and auditors.

II. Administration

Organize high-level inter-governmental meetings and large scale events (e.g. GTI Consultative Commission Meeting, GTI National Coordinators Meeting, Investment Forum, sectoral board meeting and workshops, etc), be responsible for budget estimation, expenditures settlements, logistic arrangement, and meeting documents preparations.
Review procurement requests to ensure compliance and fund availability;
Conduct the bidding process to identify qualified suppliers, and follow up to contractors once contracts have been awarded;
Translate the documents between Chinese and English if necessary;
Manage the office premises (e.g. liaise with the housing service on contract and maintenance of the premises).
Make proposals to the management on improving the efficiency and effectiveness of the operations of the Secretariat.
Ensure that UNDP’s rules and procedures regarding administrative management are strictly followed.
Ensure the normal operations of office facilities (i.e., printers, copiers, and computers) on a daily basis.
Make travel arrangements for the staff of the Secretariat and relevant meeting participants, including such as visa, tickets, hotel, etc.
Maintain close relations with UNDP on issues related to the operation of the GTI Secretariat on a daily basis.

III. HR

Initiate and manage the whole process of personnel recruitment, including drafting TOR, long-listing and short-listing, written test, and interview. Negotiations the contract terms.
Provide guiding and training to new staff and interns;
Prepare the TOR and select interns, assign the responsibilities, supervise and conduct trainings;
Provide administrative advice and support to the international staff and consultants, help them settle down in Beijing.
Handle leave records of the Secretariat staff, prepare monthly attendance record.

IV. Legal Transition

Coordinate with member countries and UNDP with the assistance of Legal Advisor to facilitate the GTI’s legal transition into an independent international institution;
Assist in drafting HR and Financial related documents in connection with the legal transition.

V. Other Responsibilities

Perform other tasks as required by the supervisor.

Competencies

N/A

Required Skills and Experience

The incumbent is required to possess the following qualifications and competencies:

A Master degree in accounting, finance and/or business related fields; strong academic knowledge of accounting and auditing will be valued.
At least 2 years of programme support, administrative and financial working experience preferably with international organizations, in the field of finance and/or administrative management.
Knowledge of governments operations, particularly with that of GTI member countries would be an asset.
Familiar with UN rules and policies and Atlas system would be preferred.
Effective team player with excellent inter-personal skills.
International background with exposure to multicultural environment.
Excellent communication and drafting skills, both in Chinese and English.
Highly self-motivated.
Excellent computer skills with MS Office (e.g. Word, Excel, PowerPoint, Access, Project).