Administrative Assistant needed by CAA

Position Title: Administrative Assistant

Location: CAA Beijing, China office

Duration of Appointment: 2-year contract, to be renewed at the end of the contract based on satisfactory performance

Application Closing Date: 7 March, 2021

Estimated Start Date: 1 April, 2021

I. BACKGROUND

Clean Air Asia works towards achieving better air quality and livable cities by translating knowledge to policies and actions that reduce air pollution and greenhouse emissions from transport, energy, and other sectors. Clean Air Asia was established as the leading air quality management network for Asia by the Asian Development Bank, World Bank and USAID in 2001, and operates since 2007 as an independent non-profit organization. Clean Air Asia has offices in Manila, Beijing and Delhi, networks in several Asian countries and is a United Nations-recognized partnership of more than 250 organizations in Asia and worldwide.

Clean Air Asia is working on one of the most pressing environmental issues in China; air quality management. We are officially registered in China under the supervision of the Ministry of Ecology and Environment and the Beijing Bureau of Public Security.

We are recruiting for a full time Administrative Assistant to join our small, efficient and dynamic team at Clean Air Asia in Beijing, China. A self-motivated individual with a strong sense of responsibility is welcomed to apply.

We are a busy and active office and your enthusiasm, energy and willingness to ‘learn on the job’ is more important than your background. You relish the opportunity to work for a great cause as part of your development and you likely enjoy joggling multiple tasks at any point in time. You will be directly managed by the Director, whom you also support while also helping out with events organization, HR and administrative tasks across the office.

II. RESPONSIBILITIES AND SCOPE OF WORK

Under the direct supervision of the China Director of Clean Air Asia China Office, you will support the China Director and the team with administrative, human resources and event coordination.

General Administration and HR (50%)

Administration

Support the China Director in office matters, including office registration and related matters such as annual workplan, annual work report and concerned certificates update.

Maintain and update filing systems including reports, meeting minutes, and other office documents.

Oversee the maintenance of office space, office utilities and office equipment.

With direction from the Finance Officer, manage asset inventory such as furniture, fixtures and equipment, office supplies, and publications; maintain property and equipment lapsing schedule.

Manage inventory of office supplies and pantry supplies.

Coordinate procurement services in line with the guidelines detailed in the Operations Manual for procurement requirements.

With direction from the Finance Officer, prepare Request for Payments (RFP) to suppliers related to office utilities, equipment, office and pantry supplies, and other office services.

Maintain a contacts database including suppliers.

Human Resources

Support China staff talent acquisition and recruitment processes by posting job ads, coordinate interviews, conducting reference checks, and drafting contracts.

Assist on onboarding requirements of new hires, and coordinate in the recruitment process of Interns.

Support the implementation of annual Performance Development Review cycle.

Manage staff attendance and leave records.

Organize and maintain staff files and records in electronic and paper form.

Support the China Director, and Clean Air Asia headquarters in development and implementation of human resource policies, HR initiatives and systems in China office.

Assist in all internal and external HR related matters in coordination with China Director and the CAA headquarters.

Events Coordination (20%)

Coordinate Clean Air Asia China Office internal meetings.

With direction from the Finance Officer, handle domestic and international travel and logistical arrangements of the China staff, i.e., booking of tickets and travel insurance, hotel accommodations, visas, airport transfers, cash advance, etc.

Organize internal meetings and workshops (e.g. China Advisory Committee meetings) and assist in organizing project workshops and other events.

Deliver other related tasks assigned by the China Director.

Support to China Director (20%)

Manage China Director’s calendar, meetings and travel schedule.

Proactive follow up with the team on actions initiated by the China Director ensuring they are completed and key information recorded.

Support in project administration and implementation as assigned by the China Director.

Others (10%)

Provide efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing nature and priority of requirements of unexpected visitors, to ensure they are attended to and/or referred in a timely manner to the concerned staff/appropriate party.

Perform any other duties as may be required and reflected in the incumbent’s workplan.

III. ELIGIBILITY REQUIREMENTS AND CRITERIA

A university graduate degree is preferable

Experience in one or more of the following areas: office administration, human resources management and event organization

Strong sense of responsibility and commitment at work

Excellent organizational, multi-tasking and time management skills and ability to complete tasks efficiently

Ability to handle confidential information with professionalism and discretion

Proactive approach to identify and take charge of tasks and work independently as part of multi-cultural and multi-disciplinary team

Demonstrated thorough attention to detail

Basic English writing and speaking skills is a plus

Good interpersonal skills

Self-motivated, highly enthusiastic, and willingness to go the extra mile

Highly proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)

IV. DURATION AND WORK ARRANGEMENT

The selected candidate will be appointed for 2 years under a fixed term contract with possibility of extension based on satisfactory performance, with a probationary period of 2 months. The base monthly remuneration is competitive but may vary subject to the candidate’s professional qualifications and work experience. Government-mandated employee benefits will also be provided. Clean Air Asia provides 24 days paid leaves and observes 11 public holidays per year. Clean Air Asia also provides opportunities for travel domestically and internationally.

V.     HOW TO APPLY

Quoting “Administrative Assistant” in the subject line, applicants should email their cover letter and current CV in both English and Chinese to Ms. FU Lu at lu.fu@cleanairasia.org at or before 7 March 2021. All applicants must clearly state in their cover letter how they meet the person specification above, as well as contact details of three referees.

We encourage early application as applications will be processed as they arrive so the recruiting process may end earlier than closing date. Only short listed candidates will be contacted. For further information on the position you may contact FU Lu, lu.fu@cleanairasia.org.