Senior Administration Consultant
Beijing
- Organization: AIIB - Asian Infrastructure Investment Bank
- Location: Beijing
- Grade: Consultancy - Consultant - Contractors Agreement
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Occupational Groups:
- Operations and Administrations
- Closing Date: 2024-12-08
Application close date
12/08/2024
1. Project Background
The Multilateral Cooperation Center for Development Finance (MCDF) is a multilateral platform aiming to increase high-quality connectivity infrastructure investment in developing countries in compliance with International Financial Institution (IFI) standards, including by encouraging other investors and financial institutions to adopt such standards. MCDF is comprised of a Finance Facility and a Collaboration Platform. The MCDF Finance Facility is overseen and directed by the MCDF Governing Committee (GC). It provides grants to support funding proposals for project preparation and capacity building funding proposals presented by accredited MCDF Implementing Partners. The Collaboration Platform is overseen by the MCDF Coordination Committee (CC) and aims to promote communication and collaboration among its member IFIs. The Asian Infrastructure Investment Bank (AIIB) serves as the Administrator of MCDF and hosts the MCDF Secretariat. The MCDF Secretariat is headed by the Chief Executive Officer (CEO) and provides operational support to MCDF. It is administratively established by, but functionally independent from, AIIB. The MCDF Secretariat is accountable to the GC for its substantive activities while remaining accountable to the Administrator for complying with AIIB’s administrative rules and procedures. The Business Management Unit (BMU) is responsible for the administration of the MCDF Secretariat.
2. Objectives of the Assignment
The Senior Administration Consultant shall advise and support, at both strategic and hands-on levels, the Senior Governance Officer and the Business Management Unit at large on administration. This includes, but is not limited to, travel arrangements; procurement and payment to vendors; MCDF Secretariat weekly meeting minutes; logistics support for CC and GC meetings; funds commitment in the Administrator’s IT system; MCDF Annual Report review and Chinese translation; support for Chinese social media content production and Chinese translation of knowledge products; support for a virtual reality (VR) outreach project; records management; contact management; monitoring and filing of “Back to Office Report” submissions; business continuity plan support; and management of outsourced service, to ensure compliance with relevant rules and procedures of the Administrator and MCDF Secretariat.
3. Scope of Services
The Scope of Services will be multi-tasked, focusing on the Business Management Unit’s areas of responsibility, to ensure administration support to the whole MCDF Secretariat. Detailed tasks/activities of the Senior Administration Consultant will include, but are not be limited to, the following: • Advise on updating the Secretariat’s Rules of Procedures; • Advise and monitor travel arrangements, including communication with travel agency and preparation of travel requests and expense reports; • Advise and ensure quality control of translated Chinese social media content and Chinese translations of knowledge products; • Coordinate on and support an MCDF virtual reality (VR) project; • Advise on improving and updating file plans, in line with the development of MCDF activities and internal organization; ensure that documents are saved in a timely manner to the system, according to the defined file plans; ensure records are timely and correctly declared by coordinating with all MCDF Secretariat teams; • Coordinate the work of the Secretariat’s Admin Assistants, keeping track of budget approval, expense reports, and payment requests for the entire Secretariat; • Support the Senior Governance Officer on the internal and external audit process; • Join the Business Management Unit and Corporate Secretariat Unit in providing logistics support for CC and GC meetings; • Advise and support the Senior Governance Officer on funds commitment for approved projects; • Advise and support the Senior Governance Officer to improve and update the MCDF Secretariat’s Business Continuity Plan; • Advise and support the Senior Governance Officer in developing training plans for all Secretariat team members; • Revision of minutes of the weekly staff meetings of the Secretariat and help ensure the implementation of all relevant follow-up actions; • Support the organization of bilateral meetings with key stakeholders and outreach events; • Advise and support the Senior Governance Officer on procurement-related issues, including review of job orders for NS procurement and draft SOW/contracts with vendors, and monitoring of payment to vendors; • Support the Senior Governance Officer in developing the work plan and budget of the Business Management Unit; • Help with editing official MCDF documents; • Undertake other tasks as assigned by the Senior Governance Officer or through the Senior Governance Officer (if the request comes from other Teams or Units) to support the effective functioning of the MCDF Secretariat.
4. Consultancy Output / Deliverables
1. Efficient, compliant, and accurate travel arrangements for MCDF colleagues and GC members; 2. Accurate Chinese translation and timely posting of MCDF news on Weibo; 3. Reliable logistics support for CC and GC meetings; 4. Appropriate functioning of the document management system and records center; 5. Updated contact management system, with timely contact log and contact information; 6. Updated training plan and implementation status reports; 7. Updated leave plan of Secretariat personnel; 8. Minutes of weekly staff meetings and follow up; 9. Regular support for organizing bilateral meetings with key stakeholders and outreach events; 10. Updated Business Continuity Plan; 11. Presentations and other materials on administration and finance, as requested by the Senior Governance Officer; 12. Documents relating to any other tasks as assigned by the Senior Governance Officer.
5. Implementation Arrangement
The expectation is that under normal circumstances, the consultant will work onsite (in the MCDF offices in Beijing).
6. Support to the Consultant by the Bank
The consultant will report to the Senior Governance Officer in charge of administration and finance of the MCDF Secretariat, who will be available regularly for discussions with the consultant and provide timely feedback on the consultant’s work.
7. Knowledge Transfer and Training
The consultant is expected to work through the internal document management system and records center so that all the work is retained by the MCDF systems.
Qualification Requirement
1. Master’s degree or above, ideally in business, finance, economics, law, information management, or similar areas from a reputable university. 2. Minimum of 15 years of working experience on institutional services and administration, covering a broad range of areas such as functioning and governance of an institution, knowledge and information management, procurement, business travel, and budget monitoring, preferably in MDBs. 3. Excellent cross-cultural, interpersonal, organizational, and negotiation skills, with a proven track record. 4. Excellent oral and written communication skills in English. 5. Experienced user of MS Office，MS Teams and Sharepoint, as well as software for organizing virtual meetings, such as Zoom. 6. Preference would be given to the candidates who are already based in China.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.