As a key component of the strategic direction of the UNDP Bureau for Management Services (BMS), and with an emphasis on cost-effective operations and a client-oriented approach, the Global Shared Services Centre (GSSC) combines resources from its main centres in Copenhagen and Kuala Lumpur, and its regional service centres in Amman, Addis Ababa, Dakar, Bangkok, Istanbul, and Panama. It delivers high-quality services in areas such as Payroll, HR Administration, Recruitment, Accounts Receivable, Accounts Payable, Fixed Assets, General Client Inquiries, Reporting, and Quantum support to UNDP offices and external client entities worldwide. Through its functional service lines, the GSSC ensures high-quality and timely delivery of services to 170+ UNDP country offices, regional and central bureaus and more than 70 other UN clients.
The Administrative Assistant works in close collaboration with the staff of the GSSC, the Operations staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery. Under the overall guidance and supervision of the Operations Manager, GSSC, the Administrative Assistant assists in the management of administrative services and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.
- Implementation of operational strategies
- Efficient administrative support and facilities management
- Support to effective administrative and financial control in the office
- Ensure effective administrative and logistical support
- Support to knowledge building and knowledge sharing
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams to enhance and enable horizontal collaboration.
Duties and Responsibilities- Ensures implementation of operational strategies, focusing on achievement of the following results:
- Ensure full compliance of administrative processes with UN/UNDP rules, regulations, policies and strategies.
- Provision of inputs to the GSSC administrative business processes mapping and implementation of the internal standard operating procedures (SOPs)
- Preparation of administrative team results-oriented work plans.
2. Provides efficient administrative and facilities management support to the Operations KL Unit focusing on achievement of the following results:
- Organization and coordination of the maintenance of the premises, office space management and the provision of common services.
- Organization of workshops, conferences, retreats.
- Support with coordination with local authority on space and other administrative matters.
- Supervision of cleaning services.
- Prompt reporting and investigation of cases of damage, loss or theft of items.
3. Provides support for administrative and financial control in the office, focusing on achievement of the following results:
- Finance Management for Invoices, Petty Cash Management, F10 claims and Credit Card management.
- Maintenance of finance control records such as commitments and expenditures.
- Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Quantum.
- Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
- Coordination of common premises/services cost-recovery arrangements.
- Proper control of supporting documents of funds and activities.
- Provision of the information for the audit.
- Organization of procurement processes including the preparation of statements of work and/or requirements for RFQs, ITBs or RFPs documents.
4. Ensure effective logistical support, focusing on achievement of the following result:
- Support incoming visitors and IP Staff with their required documentations – visas, ID cards, permits, licenses, UNLPs and other relevant documents.
- Logistical support for events, staff’s cubicle/desk layout and space management.
- Provide support for outgoing documents – medical claims courier etc;
- Arrangement of vehicle transportation.
- Collection of information from GSSC for relevant administrative surveys, support to organization of common services.
- Act as custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
- Maintenance of the filing system ensuring safekeeping of confidential materials.
- Organization and coordination of shipments and customs clearance.
- Support the coordination of travel arrangements
5. Supports knowledge building and knowledge sharing in the GSSC, focusing on achievement of the following results:
- Training of staff on the administrative procedures.
- Briefing/debriefing of staff members on issues relating to area of work.
- Sound contributions to knowledge networks and communities of practice.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies CoreAchieve 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 & Technical competencies
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.
- 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.
- 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
- 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
- Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
- Ability to find, evaluate and engage suppliers of goods and services.
- Secondary Education is required. OR
- University Degree in Business Administration, Public Administration or any related field will be given due consideration, but it is not a requirement.
- CIPS level 2 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.
- Professional Certification in Administration is highly desirable.
- Minimum 5 years (Secondary Education) or 2 years (Bachelor’ Degree) of relevant experience in administration or finance support services is required.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
- Experience in handling of web-based management systems is desired. Hands-on experience with UNALL is desired.
- Knowledge of ERP Financials (preferably Peoplesoft), and Client Relationship Management (CRM) applications a distinct advantage.
- Experience in supporting procurement process is an advantage.
- Experience in providing logistics support is desired.
- Prior experience in supporting audits is an advantage.
- Fluency in English and Bahasa Malaysia is required. Other official language of the UN will be desirable.
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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