Organizational Management Consultant

Beijing

Organization: AIIB - Asian Infrastructure Investment Bank
Location: Beijing
Grade: Consultancy - International Consultant - Internationally recruited Contractors Agreement
Occupational Groups:
- Operations and Administrations
- Human Resources
Closing Date: 2023-05-22

Application close date

05/15/2023

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 Secretariat supports the day-to-day operations of the MCDF including the organization of the meetings of the Coordination Committee (CC) which oversees the Collaboration Platform, and the Governing Committee which decides the use of the funds under the MCDF Finance Facility. The Asian Infrastructure Investment Bank (AIIB) serves as the Administrator of the MCDF and host of the Secretariat with effect from June 30, 2020. MCDF Secretariat is technically established by, but substantively independent from AIIB.

2. Objectives of the Assignment

Work with the Governance Officer and the Governance Team at large primarily on administrative and financial matters including budget monitoring of the entire Secretariat.

3. Scope of Services

The scope of the responsibilities of the Organizational Management Consultant will include, but not be limited to, the following: • Support in updating the Secretariat’s Rules of Procedures; • Support efficient and transparent knowledge sharing within the Secretariat through document management system and records center: ensuring that documents are saved timely to the system according to the defined file plans; ensuring records are timely and correctly declared by coordinating with all the teams of the Secretariat; • Coordination with the Administrative Assistants of the Secretariat to keep track of budget approval, expense reports, and payment requests of the entire Secretariat; • Support the Governance Officer in keeping track of leave plans of all team members of the Secretariat; • Support the Governance Officer in defining the training plans of all team members of the Secretariat; • Support the onboarding of new team members by keeping the welcome package of documents with all essential documents and information updated for new team members to familiarize with the detailed work arrangements of the MCDF Secretariat; • Draft minutes of the weekly staff meetings of the Secretariat; • Support the organization of bilateral meetings and outreach events; • Help organize quarterly team retreats of the Secretariat; • Support the editing and formatting of documents. • Support logistic arrangement for team members and guests, in coordination with the Administrative Assistants; • Undertake any other tasks as needed to support the effective functioning of the MCDF Secretariat, in particular to help the activities of the Governance Officer, in close coordination with all the other MCDF Secretariat personnel.

4. Consultancy Output / Deliverables

1. Correct function of the document management system and records center; 2. Updated reports on budget approval, expense and payment requests, including quarterly travel reports and travel expense analysis; 3. Updated welcome package for staff onboarding; 4. Updated training plan and implementation status reports; 5. Updated leave plan of the Secretariat personnel; 6. Minutes of the weekly staff meetings; 7. Organization of quarterly retreats, and regular team gathering; 8. Regular logistic support for bilateral meetings and outreach events; 9. Presentation and other materials on administration and finance as requested by the Governance Officer; 10. Documents relating to any other tasks as assigned by the 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 Governance Officer in charge of administration and finance of the MCDF Secretariat, who will be available regularly for discussions with the consultant and will 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. Bachelor’s degree or above, ideally in business, finance, economics, information management, or similar areas from a reputable university. 2. Minimum of 3 years of working experience in supporting the administration, information management, financial control and budget monitoring, possibly in international organizations, including 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 (Word, PowerPoint, and Excel), MS Teams and Sharepoint, as well as softwares for organizing virtual meetings such as Zoom. 6. Preference would be given to the candidates who are already based in China.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

Apply