Admin & Procurement Consultant - (Chinese Nationals Only)

Admin & Procurement Consultant - (Chinese Nationals Only)

United Nations Development Programme
5-8 years
Not Specified

Job Description

Job Description :
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 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.

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

Deliverables and 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

Selection and evaluation criteria
The evaluation will be based on the following criteria.
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
How to apply
Interested candidates are encouraged to submit electronic application (consolidated as ONE attachment) online, no later than 31 August 2021. Kindly note the system will only allow one attachment, please combine below listed submission package into one.
The Submission package includes:
  • CV
  • Motivation letter
  • Education certificate
  • Personal History Form (P11 which can be downloaded from

Payments for this consultancy will be based on the achievement of each deliverable and certification that each has been satisfactorily completed. Payments will not be based on the number of days worked but on the completion of each stated deliverable within the indicated timeframes on satisfactory completion of task.

Job Details

Employment Types:





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.

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