Job Identification : 10287
Locations : Putrajaya, Malaysia
Posting Date : 04/28/2023, 06:46 AM
Apply Before : 05/12/2023, 06:46 AM
Job Schedule : Full time
Agency : UNDP
Grade : NPSA-6
Vacancy Type : National Personnel Service Agreement
Practice Area : Nature, Climate and Energy
Bureau : Regional Bureau for Asia and the Pacific
Contract Duration : 1 Year
Education & Work Experience : High School certificate
Other Criteria : Bachelor’s degree in Finance, Accounting, Business Administration, Business Management
Required Languages : English and Bahasa Malaysia
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, private sector and civil society.
In Malaysia, UNDP’s programme priorities and partnerships are defined and operationalized through the Country Programme between 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 the Twelfth Malaysia Plan 2021-2025 (12MP), which is anchored around three key themes namely resetting economy, strengthening security, wellbeing and inclusivity; and advancing sustainability to achieve economic growth and transform Malaysia into a prosperous, inclusive and sustainable country.
Nature, Climate and Energy (NCE) is the biggest programme portfolio for UNDP Malaysia Country Office (CO), where it has a wide range of initiatives and projects from biodiversity and ecosystems, climate change, energy, environmental management, ozone protection, green commodities, natural resource management and waste management. Currently, NCE programme implementation is funded from various resources including the Global Environment Facility. The portfolio remains one of the important programme areas in the Country Programme Document period of 2022 – 2025 with a shift towards diversification of funding and efforts to operationalize new financial instruments and partnerships.
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.
Duties and Responsibilities
Scope of Work
Provides effective project implementation and financial management support focusing on annual achievement of project results and delivery targets:
- Support multiple 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 Contract, 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 Management Associate / Programme Associate, NCE.
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 development of knowledge products and communications materials;
- Support the implementation of 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.
Other tasks assigned by the CO
Under the overall guidance of the Programme Specialist@Team Leader, Nature, Climate and Energy, the incumbent works closely and report to the Project Manager, Nature, Climate and Energy in UNDP Multi-Country Office (CO) in Malaysia, Singapore and Brunei Darussalam. The Project Associate provides administrative, logistic and procurement & contract management and technical support to ensure high quality of work with accurate, timely and properly recorded/documented service delivery in accordance with the UNDP’s policy and procedures.
The Project Associate works in close collaboration with the Management & Oversight, Operations, Programme units and project staff in the Country Office as required to exchange information and support multiple project implementation in full alignment with the Country Programme.
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
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 & Technical competencies
Ability to plan, organise, prioritise and control resources, procedures and protocols to achieve specific goals
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 animate individuals and communities of contributors to participate and share, particularly externally
Administration & Operations
Documents and records management
Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Administration & Operations
Events Management (including retreats, trainings and meetings)
Support offices with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Min. Education requirements
High school diploma with six (6) years of relevant working experience or
Bachelor’s degree in Finance, Accounting, Business Administration, Business Management, Public Administration, Mass Communications, Environmental Studies (biodiversity, ecology, climate, energy, etc.) or related field with three (3) years of relevant working experience.
Min. years of relevant work experience
Minimum 6 years’ of relevant work experience or 3 years (with Bachelor’s degree) working in various aspects of project administration and management including project finance, event management, procurement and contract management.
- Demonstrated ability to cover all areas of administration, travel, event management, procurement and contract management;
- Understanding of the financial implications of administrative and procurement functions;
- Knowledge and experience in the usage of computers and office software packages (MS Word, Excel, etc.) and working knowledge of spreadsheet and database packages, as well as experience in the handling of web-based management systems.
Desired skills in addition to the competencies covered in the Competencies section
- Experience from previous UN assignments, multilateral and bi-lateral aid organizations, and/or private sector would be an asset;
- Experience in the use of Enterprise Resource Planning or Project Management system is an asset;
- Experience in environmental projects is an asset;
- Experience in supporting a team is an asset.
Fluency in English and Malay, both written and oral
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.
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.