Antecedentes

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.

Deberes y responsabilidades

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.

Competencias

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:

https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf

Functional Competencies:

• Proficiency in computers and office software packages (MS Word, Excel, etc.);
• Ability to work independently under tight deadline

Deliverables and Timelines

Habilidades y experiencia requeridas

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.