Vacancy – Administrative Assistant of Asian Infrastructure Investment Bank (AIIB)AIIB would like to select suitable candidates to fill the position of Administrative Assistant. Monthly salary (before tax and social security insurance deduction) will be between RMB 12,000 and 15,000 yuan which is based on the competencies and skills demonstrated by applicants in the interview and experiences. Title: Administrative Assistant - FASJob Type: Outsourced (Chinese Nationality only)Department: Facilities and Administration Services Department (FAS)Work Hours: Full-timeLocation: Chaoyang District, BeijingClosing Date: Nov 29th, 2024Monthly salary (before tax and social security insurance deduction) will be between RMB 12,000 and 15,000The Asian Infrastructure Investment Bank (AIIB) has the mandate to foster economic growth in Asia by investing in infrastructure and other productive areas and promoting regional cooperation and partnership.Administrative and Facility Division of Facilities and Administration Services Department is looking for an admin assistant, reporting to the Manager. The Administrative and Facility Division provide comprehensive corporate services covering administrative services, workspace management, building facility services, sustainability, settle down and travel services, and insurance etc.The key responsibility of the Administrative Assistant is to support manager of the administrative and facilities division, the senior facility management officer, the senior administrative officer, mainly on the aspects of contract and business management, including contract administration, budgetary control, administrative and facility services process control and ad-hoc tasks.Specific Responsibilities include but are not limited to:1. Schedule and Document Management· Manage the manager’s schedule, maintain up-to-date files, and keep records of correspondence and documentation related to the officers the assistant is working for.2. Communications and Correspondence· Handle all incoming and outgoing emails, invitations, and inquiries, and coordinate appointments.· Draft and prepare office memos, notices, meeting minutes, reports, and other correspondence as instructed.3. Administrative and Office Management· Create and review office documents, maintain records of vendor payment materials, and prepare budget/expense reports.· Administer the office budget and assist in developing and monitoring budget implementation.· Participate in budget/expense reviews.4. Corporate Services Management· Approve requests in Corporate Services Management, via the AFS portal.· Oversee and monitor office supplies and non-IT asset inventory.· Keep bank business unit approvers updated on each services function.5. Vendor and Contract Management· Assist in vendor registration and create purchase orders under framework contracts.· Liaise with vendors and coordinate with internal teams on contract-related tasks.· Ensure timely and compliant processing of vendor payments.6. Budget and Expenditure Oversight· Oversee the Facility Management team’s budget and expenditures, coordinating with Procurement, Budget Team, CTL, and Audit as needed.· Process payments for small works and ad-hoc projects below $100k, as well as regular payments for energy and utilities, ensuring compliance with bank procedures.7. Data and Database Management· Support data entry, collection, and analysis, maintain databases, and assist with basic research.· Handle sensitive information in a confidential manner.8. Facilities and Environmental Initiatives· Assist in monitoring small works under the CAPEX budget and coordinate ad-hoc facility projects.· Support energy conservation initiatives by collecting and analyzing building energy consumption and carbon emissions data and participating in emission reduction and energy conservation improvements.9. Departmental Event Support· Provide logistical support for departmental retreats, meetings, and training workshops, HQ site tours, etc.10. Other Duties· Perform any other tasks that may be assigned by the supervisors.Candidate Requirements-Bachelor’s degree or above in related fields from a reputable university-Minimum 3 years of relevant administrative support experience in the international/financial institution-Proficient in verbal/written English and Chinese-Excellent interpersonal, diplomatic and organizational skills as well as ability to juggle multiple priorities-Self-motivated and detail-oriented; able to work under pressure and meet deadlines; service orientation.-Experience of working in a multi-national environment with a dispersed workforce will be a plus.-Ability to deal with extremely confidential and sensitive information.-Additional language skill on any of the following will be a bonus: Russian, French, Arabic, Korean, Portuguese or Spanish.-Proven experience with MS Office Applications is a must.
