Job Identification : 13930

Locations : Kuala Lumpur, Malaysia

Posting Date : 10/02/2023, 11:37 AM

Apply Before : 10/17/2023, 03:59 AM

Job Schedule : Full time

Agency : UNDP

Grade : NOB

Vacancy Type : Fixed Term

Practice Area : Management

Bureau : Bureau for Management Services

Contract Duration : 1 Year with Possibility for extension

Education & Work Experience : Master’s Degree – 2 year(s) experience OR Bachelor’s Degree – 4 year(s) experience

Required Languages : Fluency in English and national language of the duty station.

Vacancy Timeline

2 Weeks

Mobility required/no mobility

no mobility required

Job Description

BACKGROUND & ORGANIZATIONAL CONTEXT

With offices in Copenhagen, Kuala Lumpur, Dakar, Amman, Panama City and Istanbul, the Global Shared Services Centre (GSSC) services over 180 countries, 40,000 personnel and more than 40 other UN Agencies and Organizations. Through its functional service lines, GSSC ensures high quality and timely delivery of human resources, financial and procurement services as well as information and innovative tools to its various clients and stakeholders.

Under the guidance and direct supervision of the Chief of Operations, the Administrative Analyst is responsible for financial management, efficient procurement and logistical services, provision of any other administrative services. The Administrative Analyst ensures consistent services delivery to the UNDP Global Shared Services Centre (GSSC) and other units hosted by the GSSC. The incumbent implements policies and methods to maximize the Centre’s performance in administration, demonstrating capacity for innovation and creativity and providing advice to Management on readjustment of the administrative functions to take into account changes in the operating environment as and when needed.

The Administrative Analyst leads and guides the Administration team and fosters collaboration within the team and with other GSSC teams consistent with UNDP rules and a client-oriented approach. The Administrative Analyst works in close collaboration with Business Services teams, Operations staff in the UNDP Malaysia CO and Government officials to successfully deliver administrative services.

KEY DUTIES & RESPONSIBILITIES

1. Ensure the strategic direction of the Administrative Unit

•  Ensure full compliance of administration with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of targets and monitoring achievement of results.
•  Successfully manage GSSC administrative support by provision of advice on strategies, policies and plans affecting GSSC based on business principles.
•  Establish collaborative arrangements with potential partners for administrative issues.
•  Under the guidance of the Chief of Operations, establish business processes mapping and internal Standard Operating Procedures (SOPs) in Budgeting & Finance, Procurement and Logistical services.
•  Set and monitor targets for administrative efficiency and ensures the constant monitoring and analysis of the operating environment, quick readjustment of the administrative function, advice on legal considerations and risk assessment.
•  Ensure knowledge building and sharing with regards to management and operations in the GSSC, organization of the Administrative Unit staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.

2. Ensure effective and accurate Financial Resources Management

•  Ensure proper planning, expenditures tracking, reporting and audit of financial resources in accordance with UNDP rules and regulations.
•  Perform Manager Level 1 or 2 (as delegated) in Quantum for financial transactions approvals (vouchers, Purchase Orders), bank reconciliation. Approve pending disbursements as the third authority (cheques, bank transfers, EFT).
•  Organize and oversee of the GSSC petty cash management including timely accounting and reconciliation of all transactions and ensuring security for cash assets on site.
•  Routinely monitor financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff of the results of the investigation when satisfactory answers are not obtained.
•  Ensure the financial integrity of the GSSC through appropriate controls and reporting structures; manage the GSSC audit exercise; follow up on necessary training and orientation.
•  Ensure cost-recovery system and billing for the services provided by the GSSC to clients.
•  Ensure all financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.

3. Ensure Procurement and Logistical Services Management

•  Ensure GSSC’s compliance with corporate rules and regulations and management of the GSSC procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
•  Manage GSSC contract strategy including tendering processes and evaluation, managing the contract and contractors, legal implications. Oversight of procurement processes and logistical services in accordance with UNDP rules and regulations.
•  Act as Manager Level 1 or 2 (as delegated) in Atlas for Purchase orders approval and requisitions.
•  Manage the provision of support services, including travel and logistics, visas and office premises for the GSSC.
•  Manage UNDP assets ensuring full compliance with IPSAS in the accounting for procurement, utilization and disposal of the GSSC’s assets.
•  Ensure compliance of the Protocol Manual on Diplomatic Privileges and other rules and regulations issued by the Malaysian Ministry of Foreign Affairs, Ministry of Finance and other Ministries and departments for smooth operations of service delivery in the areas of visa, travel, shipment and privileges and immunities.
•  Lead and manage the provision of protocol services and the day-to-day operations with efficient working relationship with International Personnel, Country Office personnel, ministries and authorities.
•  Develop and ensure updated documentation and internal guidelines to facilitate the smooth provision of client-oriented services in protocol and travel management services.

Supervisory/Managerial Responsibilities: The Administrative Analyst supervises and manages General Service staff.

REQUIRED SKILLS & EXPERIENCE

1.EDUCATION

•  Master’s Degree in Business Administration, Public Administration or related field. A bachelor’s degree in combination with two additional years of qualifying experience may be accepted in lieu of the master’s degree.

2. EXPERIENCE, KNOWELDGE & SKILLS

•  2 years of relevant experience at the national or international level in providing management advisory services and/or managing staff and operational systems and establishing inter-relationships among international organization and national governments.
•  Experience in the usage of computers and office software packages.
•  Experience in handling of web-based management systems and ERP systems
•  Experience of accrual accounting, IPSAS or IFRS is highly desirable.
•  Fluency in English and national language of the duty station.

COMPETENCIES

1.Core

•  Achieve Results: LEVEL 2: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
•  Think Innovatively: LEVEL 2: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
•  Learn Continuously: LEVEL 2: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
•  Adapt with Agility: LEVEL 2: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
•  Act with Determination: LEVEL 2: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
•  Engage and Partner: LEVEL 2: Demonstrates compassion/understanding towards others, forms positive relationships.
•  Enable Diversity and Inclusion: LEVEL 2: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

2.Cross-Functional & Technical competencies

Business Management – Digital Awareness and Literacy

•  Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.

Business Management – Customer Satisfaction/Client Management

•  Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
•  Provide inputs to the development of customer service strategy.
•  Look for ways to add value beyond clients’ immediate requests.
•  Ability to anticipate client’s upcoming needs and concerns.

Business Management – Communication

•  Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
•  Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Administration & Operations – Travel policy and procedures

•  Knowledge of travel policy and procedures, ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters.

Administration & Operations – Building, Facilities & Office Space management

•  Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data.

Procurement – Sourcing

•  Ability to find, evaluate and engage suppliers of goods and services

Finance – Accounting (General)

•  Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.

DISCLAIMER

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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