Job Identification : 12771

Locations : Putrajaya, Malaysia

Posting Date : 08/02/2023, 03:45 AM

Apply Before : 08/17/2023, 03:45 AM

Job Schedule : Full time

Agency : UNDP

Grade : NPSA-6

Vacancy Type : National Personnel Service Agreement

Practice Area : Governance

Bureau : Regional Bureau for Asia and the Pacific

Contract Duration : 1 Year with Possibility for extension

Education & Work Experience : Bachelor’s Degree – 3 year(s) experience OR High School certificate- 6 year(s) experience

Required Languages : English and Bahasa Malaysia

Job Description

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP.

UNDP multi-country office in Malaysia, Singapore and Brunei Darussalam provides technical assistance, policy, and technical advisory services to the Governments of Malaysia, Singapore and Brunei Darussalam in their efforts towards achieving the Sustainable Development Goals (SDG), in partnership with development partners, financial institutions, the private sector, and civil society.

In Malaysia, UNDP’s programme priorities and partnerships are defined and operationalized through the Country Programme between the Government of Malaysia and UNDP to support and contribute to the development priorities and results envisioned in the 5-year Malaysia Plan. Malaysia is currently implementing several projects (with public sector partners) that support the 12th Malaysia Plan, which is anchored around three key themes, namely resetting the economy, strengthening security, wellbeing and inclusivity as well as advancing sustainability.

The Governance for Development unit of UNDP in Malaysia, Singapore and Brunei Darussalam comprises a portfolio of projects relating to the promotion of good governance in both the administrative and economic spheres. While UNDP’s work in the administrative sphere relates to the topics of anti-corruption, Business and Human Rights, and the Prevention of Violent Extremism (among others), UNDP also increasingly focuses on promoting good governance in the wider economic sphere such as value chains. The Green and Resilient Recovery Local Action Grant project is funded by a donor in the Malaysian public sector.

Specifically, a facility will be set up to support the transition for rural communities towards low-carbon energy solutions, produce green products that help boost incomes while reducing the impact on the environment, and enhance the market competitiveness of rural enterprises.

Duties and Responsibilities

Under the guidance and direct supervision of the Project Manager – Green and Resilient Recovery Local Action Grant Project, the Project Associate – Green and Resilient Recovery Local Action Grant Project, will primarily provide support to the implementation of the Green and Resilient Recovery Local Action Grant Project. Essentially, the incumbent will assist in ensuring the effective and efficient implementation of the project, alongside assisting in and tracking the timeliness of the project’s progress and deliverables. The Project Associate will also provide administrative, financial management, and coordination/logistical support. The incumbent will also be expected to work across units, functions, teams, and projects in multidisciplinary setups to enhance and enable horizontal collaboration. In this regard, the incumbent will be asked periodically to support the country office in related tasks.

Scope of Work

Provides effective project implementation and financial management support focusing on annual achievement of project results and delivery targets:

•  Support project implementation in performing budget cycle management including planning, preparation, revisions, and budget execution in accordance with UNDP Financial Rules and Regulations, and maintain a proper record of approved project budgets and revisions.
•  Prepare documentation for all types of payment requests and process against approved project annual work plan in accordance with UNDP Financial Rules and Regulations.
•  Monitor project budget and its expenditures, ensuring that no expenditure is incurred before it has been authorized and maintain a proper record of commitments and planned expenditures.
•  Prepare and submit project budget and expenditure status reports in compliance with UNDP and donor’s requirements.
•  Supports timely financial reporting of current year’s activities and timely commencement of following year’s activities.
•  Undertake project financial closure formalities including submission of final project reports, transfer and disposal of equipment, closure of all project financial transactions, and support project terminal evaluation exercise.
•  Respond to queries from the UNDP and donors with respect to financial aspects of the projects, liaise with UNDP-appointed and external auditors wherever required.
•  Compile technical and financial reports, and upload into relevant UNDP database or digital platforms as required.
•  Ensure proper filing and maintenance of all hardcopy and electronic files of all project related documents as per UNDP requirements.

Provides effective administrative and logistic support services focusing to the achievement of the project results including gender mainstreaming:

•  Support the preparation of the project level calendar detailed with regular project board/steering committee and management meetings, and monthly and/or quarterly project coordination meetings with project teams.
•  Assist in arranging appointments, organizing meetings, events, project field visits, taking minutes of meetings and drafting correspondence as requested.
•  Ensure efficient travel and logistics arrangements are made for the project team members and relevant project personnel as required.
•  Perform logistical arrangements for project events (such as project related meetings, conferences, workshops, donor meetings, field visits, training, etc.) while ensuring compliance with UNDP Programme and Operations Policies and Procedures (POPP).
•  Update and maintain the inventory of project assets/equipment.
•  Ensure the project documentation is regularly updated and archived where applicable.
•  Any other administrative duties relevant to achieving the project results.

Provides effective procurement and contract management support focusing to the achievement of project results including annual delivery target:

•  Assist in the preparation of project annual procurement plans;
•  Create project procurement requests, e-requisitions, check budget for accuracy, and do receipts for payments in UNDP Enterprise Resource Planning system;
•  Support procurement and contracting processes (Individual Consultants, goods, and services) by coordinating and preparing necessary documents;
•  Support the preparation of documentation for Contract Assets Procurement (CAP) meetings and Regional Asset Contract Procurement submission;
•  Record, monitor and track all contracts (Individual Contracts, Contract for Goods / Services), responsible party agreements and letter of agreements with government partners awarded or signed at the project level to ensure timely submission and acceptance of outputs/deliverables and timely processing of payments to contractors/vendors as per agreements/contracts;
•  Support timely closure of Purchase Orders and agreements/contracts supported by proper documentation in coordination with the Project Manager

Ensures knowledge building and sharing, and technical support focusing on the following results:

•  Assist in the preparation and implementation of project stakeholder engagement plans;
•  Assist in the preparation and implementation of project monitoring, evaluation and reporting plans;
•  Support the preparation and implementation of project communications, advocacy and outreach plans including the development of knowledge products and communications materials;
•  Support the implementation of the project gender action plan;
•  Support the process of new project design;
•  Ensure facilitation of knowledge building and sharing, and provide guidance to relevant partners and stakeholders on financial and administrative matters;
•  Provide advice on project administrative, financial and/or procurement & contract management processes and procedures to partners;
•  Document lessons learned and best practices in project administration, financial, event and/or procurement & contract management.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross Functional

Business Management

Project Management:

•  Ability to plan, organise, prioritise and control resources, procedures and protocols to achieve specific goals.

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.

Business Development

Knowledge facilitation:

•  Ability to animate individuals and communities of contributors to participate and share, particularly externally.

Administration and Operations

Documents and Records Management:

•  Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Events Management (including retreats, trainings and meetings):

•  Support offices with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Finance

Budget Management:

•  Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Procurement

Contract Management:

•  Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Qualifications

Minimum Education Requirements

•  Secondary Education (High school diploma) or
•  Bachelor’s degree in Finance, Accounting, Business Administration, Business Management, Public Administration, Mass Communications, or related field will be given due consideration but is not a requirement.

Minimum Years of Relevant Work Experience

Minimum 6 years (with Secondary Education) or 3 years (with Bachelor’s degree) of relevant experience working in various aspects of project administration and management including project finance, event management, procurement and contract management.

Required Skills

•  Knowledge of project-based settings (e.g., administration, travel, event management, procurement, etc.);
•  Knowledge and experience in the usage of computers and office software packages (MS Word, Excel, etc.)

Desired Skills (in addition to the covered in the Competencies section)

•  Knowledge of procurement procedures of national / international organizations would be an asset;
•  Experience in undertaking roles relating to project assistant would be an asset;
•  Experience in project management would be an asset;
•  Familiarity of UNDP/UN internal processes and procedures would be an asset

Required Language (s)

Fluency in English and Bahasa Malaysia written and spoken.

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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