Fixed term appointment

NATIONAL POST: Administrative Associate, Beijing, China, G-6

21 January 2019

Beijing, China

Background Information


Closing Date: 21 January 2019 (5pm Beijing time)

Duration: One year (renewable)

Duty Station: Beijing, UNFPA China


[i] No expectancy of renewal in accordance with UN Staff Regulations 4.5


Organizational Setting


The Position:

The Administrative Associate position is located in China Country Office (CO) and reports to the Operations Manager/ Operations Specialist.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled.  UNFPA’s new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

Under the guidance and supervision of the Operations Manager (OM), the Administrative Associate provides quality services in the areas of Administration, Procurement, Asset management, Human resources and security in compliance with the relevant rules, guidelines, processes and procedures. S/he takes a client-oriented, results-focused approach to interpreting the rules, procedures and guidelines, provides support and guidance to the China Office. The staff member works in close collaboration with the staff in China and Democratic People's Republic of Korea (DPRK).


Main Tasks & Responsibilities


You would be responsible for:

General Administration Services

Interpret UN/UNFPA Administrative rules and regulations and provide guidance to CO staff; identify ways in which the administrative needs can be met within existing policies;  adapt processes and procedures, anticipate and manage operational requirements of the Branch;

Develop tools and mechanism for effective and efficient monitoring of administrative activities;

Assist the OM in the preparation and monitoring of the Office Business Continuity Plan (BCP); in responding to audit findings and recommendations;

Provide cost effective transportation services through proper management of vehicle daily movement, accurate maintenance of daily vehicle logs, and proper monitoring and control of fuel distribution and consumption. Ensure availability of all the required documents including vehicle insurance, first aid kit, necessary spare parts, etc.

Assist in obtaining visas, stay permits and extensions, UN ID card for the staff. Assist in issuance and renewal of Laisse Passe (LP) for staff, assist in calculation of travel related entitlements and flight booking for CO staff. Obtain security clearance for staff’s travel to country with security phase. Ensure CO premise is MOSS compliant and safety equipment installed.

Contributes to the smooth running of the office by ensuring the provision and maintenance of services and supplies. Plans, schedules and co-ordinates logistics for meetings, conferences and special events using planning skills to avoid scheduling and commitment conflicts and gaining the cooperation of participants and clients.

As the Global Directory Focal Person, request and input email and Atlas account profiles for new staff and consultants, as well as modifications of existing profiles.

Review and prepare material for common system activities relating to common services and premises, cost recovery, privileges and immunities, entitlement and salary surveys, security etc. Represent UNFPA in related inter-agency meetings and working groups in the absence of supervisor.

Assist in payment for office related costs, manage petty cash.

Human Resources

Assist in the recruitment and selection process applying best practice HR tools and mechanisms, advise and briefs managers and project personnel on different types of contracting modalities, HR policies and benefits, coordinates the Performance Appraisal and Development (PAD) process and advises on performance issues. Provide assistance in staff development (training and workshops);

Manage staff attendance record in the system and manual record, review and reconcile staff annual leave balance and home leave balance in the system.

Manage and track IC consultancies, including: updating of consultancy information in the monitoring tool;

Procurement and Asset Management

Review procurement requests and carry out procurement activities for both China and DPRK projects upon request.  In addition, procure equipment and supplies, IT equipment and services for UNFPA China in a transparent and cost-effect manner and in line with UNFPA procurement policy, and quality products are delivered to the final consignee within the planned timeframe.

Monitors all aspects of asset management to ensure data is up-to-date and accurate in the system. Closely follow up the headquarters’ instructions on asset management, conduct physical count and verify asset location. Review asset management reports and timely submit asset certification letter. Dispose obsolete equipment in line with UNFPA asset management policy

Perform any other duties as may be assigned by the OM


Qualifications and Experience



Completion of Secondary School Education with additional training in Procurement, Administration and Management.  A first level university degree in business administration or public administration is desirable.

Knowledge and Experience:

Six years of relevant administrative experience in the public or private sector;

Experience in UN procurement and financial procedures and the ability to interpret rules, regulations and procedures and explain them clearly and concisely;

Computer literacy – proficiency in Atlas/PeopleSoft, Word, Excel, PowerPoint; and other computerized applications;

Good writing and communications skills;

Strong interpersonal and organizational skills


Fluency in English and Chinese is required.


Required Competencies



• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing diversity in all its forms
• Embracing change
Core Competencies:

• Achieving Results  
• Being Accountable
• Developing and Applying Professional Expertise/Business Acumen
• Thinking analytically and Strategically
• Working in Teams/Managing Ourselves and our Relationships
• Communicating for Impact

Functional Competencies:

• Planning, organizing and multitasking

• Logistic support

• Managing information and work

• Managing documents, correspondence and reports

• Job knowledge

• Client orientation




UNFPA Work Environment


UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.



WARNING TO APPLICANTS: UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you have received a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. Should you feel that you have received a fraudulent notice, letter or offer that makes use of the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline



UNFPA has established an electronic application management system. This allows applicants to create a candidate profile, which can be updated regularly and submitted for more than one vacancy. 

Download the Step by Step Guide to Applying in the E-Recruit System of UNFPA at 

Please print out the Guide for your reference during the registration and application process.

Notice: There is no application, processing or other fee at any stage of the application process.  UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status. 

For more information on how to apply: