Administrative Assistant Vacancy-Job Ref:ACMYUN/1111/202167

Administrative Assistant Vacancy-Job Ref:ACMYUN/1111/202167

Kuala Lumpur (Malaysia)

JOB DESCRIPTION
ORG. SETTING AND REPORTING
The UN Secretary-General launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator – the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level – support countries in the achievement of their development priorities and the attainment of the SDGs.
This position is located in the United Nations Multi-country Office in Malaysia, Singapore and Brunei Darussalam. The Administrative Assistant in Malaysia, Singapore and Brunei and Darussalam will report to the Head of Resident Coordinator Office (RCO), (RCO Team Leader and Strategic Planning) and support the RCO team.
Within delegated authority, the Administrative Assistant will be responsible for the following duties:

RESPONSIBILITIES
Human Resources Management:
• Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through Umoja.
• Monitors staffing table and prepares relevant statistical data/charts.
• Monitors staff leave.
Budget and Finance:
• Assists in the preparation and review of financial and human resource. proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Prepares monthly budget updates and status.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures
• Prepares or customizes financial reports from the Enterprise Resources Planning (ERP – known as Umoja in the UN) system generated reports.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
General Administration:
• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel and other matters.
• Build relationship and coordinates extensively with service units and liaises frequently with relevant government entities for operational matters (e.g. Ministry of Foreign Affairs and others for staff mobility, travel and protocol related matters), internal RCO team members and resident and non-resident UN agencies.
• Performs other related administrative duties, as required (e.g., all procurement and travel related documentation and processes; operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations; processing of claims).
• Liaises with UNDP or agencies providing operational services to the RCO – on vendor/grant contracts, procurement, payments etc.
• Manages the calendar of the RCO and RC as needed.
• Undertakes other duties as directed by the UN RC and RCO team members.
• Manages and maintains a log of RCO’s ICT and other assets.
• Acts as a focal point for Umoja requisitioner and petty cash custodian for the Country Office.
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.
Contract Administration/Procurement:
• Provides operational coordination and administrative services in Umoja, to support.
procurement projects and activities, following standard processes; raise requests for goods, services, and hiring of consultants/individual contractors.
• Reviews and prepares requirements and scope of work and specifications of goods and services and necessary documentations in consultation with relevant stakeholders.
• Coordinates with day-to-day administration of contracts between the UN and external contractors for goods and services.
• Maintains internal files and relevant documentations for procurement activities.
• Inspects and receipts goods/services received against the purchase order, invoices provided by the contractor and perform asset management activities.
• Processes the payment of contractors’ invoices and monitor payments upon satisfactory receipt and performance.
• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
Support to Meetings, Events and Missions:
• Organizes internal and external meetings (of the RCO, UN Country Team (UNCT) etc. and supports participation of non-resident agencies (NRAs) as well as visits and missions of UN Officials and Special Rapporteurs etc.
• Supports the coordination of joint activities, logistical arrangements, and organization of UN related events in Malaysia, Singapore and Brunei Darussalam.
• Maintains and upkeeps comprehensive databases and mailing lists of all key stakeholders both internal and external.
• Provides administrative and secretarial services for meetings and events such as writing of minutes and taking notes.
• Attends the inter-agency Operations Management Team (OMT) and maintains close links with the operations teams of the UN Agencies also in relation to the Business Operations Strategy (BOS) 2.0 and resolves administrative and operations related issues and exchange of information – based on guidance and in close consultation with the RCO Team leader and UN RC.

COMPETENCIES
PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

EDUCATION
High school diploma or equivalent is required.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

WORK EXPERIENCE
A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.
Work experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar, is desirable.
Work experience with the United Nations or similar international organization is desirable.

LANGUAGES
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Bahasa Malaysia is required. Knowledge of another official United Nations language is an advantage.
“Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” knowledge of equals a rating of’ confident” in two of the four areas.

ASSESSMENT
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

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