Head of Secretariat - Malaysia - UN SDG Trust Fund Secretariat

Background

The Malaysia-UN SDG Trust Fund (Fund) is a partnership between the United Nations (UN) in Malaysia and MySDG Foundation, supported by the Ministry of Finance. It aims to encourage projects that make a positive impact on the Sustainable Development Goals (SDGs) in Malaysia. MPTF SDG trust fund is hosted by UNDP.

The Fund supports projects that target people and communities who are at risk of being left behind. It encourages partnerships and collaboration across all sectors of society to ensure sustainable development benefits everyone. By focusing on local efforts, the Fund aims to improve the lives of people in different areas and groups, contributing to overalls progress in Malaysia. Its objective is to enable UN agencies, non-governmental organizations, and other non-state actors to make significant contributions towards achieving the SDGs in Malaysia.

To effectively manage the Fund's operations and assist with supported projects, the Office of the UN Resident Coordinator (UN RCO) is seeking to hire a Head of Secretariat He/She will report to and be guided by the UN RCO and will manage the Fund Secretariat. He/She will oversee the management of funds, including calls for proposals, due diligence processes, project appraisals and synthesis for the Steering Committees’ consideration and decision. He/She will also ensure the operationalization of the Fund, monitor project implement.tation and maintaining proper governance and reporting through effective documentation and administrative processes.

He/She will also be responsible to manage and monitor operational funds of the Secretariat, ensuring transparent utilization of financial resources, in line with approved budgets and UN programme/financial policies and work closely with the UN RCO towards the Fund’s Resource Mobilization efforts.

He/She will have reporting responsibility to the UN RCO and to the Steering Committee (SC) of the Fund. 
 

Duties and Responsibilities

The Head of Secretariat will have reporting responsibility to the UN RC, Head of the UN RCO, Task Team and to the Steering Committee (SC) of the Fund.
The Head of Secretariat will be responsible for the effective management and operations of the Fund Secretariat Team.

Ensure efficient management of the Fund Secretariat, and effective operationalization and administration of the Fund, budgets and processes

• Ensure the Fund Secretariat is fully capacitated to effectively run the Malaysia-UN SDG Trust Fund, under the direction of the UN Resident Coordinator (RC), Head of RCO and in close collaboration with other team members;
• Administer the operations of the Fund, including calls for proposals, capacity building of applicants, due diligence processes, project appraisals and synthesis for the Task Team and Steering Committee’s consideration and decision;
• Perform all necessary secretariat duties to ensure the proper functioning of the Fund, administration, reporting, documentation (including the preparation of agendas, invitations, minutes, filing system and all other administrative work that may arise);
• Prepare and update as required the Fund Operations Manual, Call for Proposals, Terms of References, templates, and resource mobilisation plan, and other relevant documents as required;
• Prepare work plans including procurement plan, budget, quarterly plans, and other plans as required for the effective implementation and administration of the Fund and the Secretariat;
• Review project proposals/documents to ensure conformity with policy guidance, eligibility criteria, and budget requirements; submission of project portfolios, and liaising with the Administrative Agent’s and meeting all necessary requirements;
• Conduct due diligence and oversee the Harmonized Approach to Cash Transfers (HACT), Protection from Sexual Exploitation and Abuse (PSEA) assessments of Non-UN Organisations (NUNOs) as required; and
• Develop and implement communications plan(s), resource mobilization and promotional campaign(s), event(s) and other efforts towards ensuring positioning, visibility and continuity of the Fund.

Ensure effective facilitation, evaluation, monitoring and reporting

• Prepare and facilitate required documentation for Administrative Agent i.e. the UNDP Multi-Partner Trust Fund Office (MPTFO) for the Fund;
• Facilitate collaborations and communications with Participating UN Organisations (PUNOs), NUNOs, donors and other stakeholders to ensure projects/programmes are well coordinated and implemented effectively;
• Monitor expenditure to ensure that it is in line with approved budgets and UN programme/financial policies;
• Monitor project implementation and progress, operational risks and the Fund performance, and report to the SC accordingly;
• Ensure timely submissions and consolidation of financial and narrative reports of projects by Fund recipients and investigate anomalies;
• Liaise with the MPTFO on issues, including risks related to project extensions, project closure, and escalate problematic issues to the Task Team and Steering Committee as needed;

Lead knowledge and capacity building, knowledge sharing,

• Identify capacity building needs and opportunities. Ensure appropriate training and other 
  relevant capacity building activities are organized and implemented in a consultative manner, involving technical experts and stakeholders that may include the government, private sector, NGOs, donors, and/or academia. Lead workshops with senior level officials and stakeholders. 
• Proactively identify and pursue opportunities for the documentation and communication of best practices, programme results, and lessons learned under the project.

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

Competencies

Core Competencies:

• Achieve Results: LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact 
• Think Innovatively: LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems 
• Learn Continuously: LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences
• Adapt with Agility: LEVEL 3: Proactively initiate and champion change, manage multiple competing demands 
• Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results
• Engage and Partner: LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration
• Enable Diversity and Inclusion: LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity
   

Cross functional and technical competencies:

Business Direction & Strategy

• System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system

Partnership Management

• Strategic Engagement: Ability to capture and sustain attention, interest and agreement of high-level, influential policy and decision makers and secure their buy-in of high-level vision and objectives

Data

•  Data Analysis: Ability to extract, analyse and visualize data to form meaningful insights and aid effective business decision making

Business Management

• Client Satisfaction/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.
• Results Based Management: Ability to manage the implementation of strategies, programmes, and projects with a focus at improved performance and demonstrable results. Knowledge and understanding of relevant theories, concepts, methodologies, instruments, and tools
• Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
   

Required Skills and Experience

Education:

• An advanced university degree (master's degree or equivalent) in Finance, Economics, Social Sciences, Political Science, International Relations, Law, Public Administration, Natural or Applied Sciences (including but not limited to Environmental Studies, Engineering, or Data Science), Communications, Journalism, Management, Business Administration, or other relevant fields is required. 
  Or 
• A first-level university degree (bachelor’s degree) in the areas mentioned above in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Experience:

• Minimum five (5) years (with master’s degree) or seven (7) years (with bachelor’s degree) of experience in project/programme management, accounting, finance, operations or administration.

Required skills:

• Relevant experience at the national and/or international level in project/programme management, accounting, finance, operations, administration or evaluation. This includes the authoring and presenting of technical content to diverse audiences, including senior policymakers

Desired skills:

• Track record of experience with any fund/project management and/or policy advice delivered at a strategic level, to Malaysia’s policymakers and/or equivalent. 
• Demonstrate ability to demonstrate management of budgets, team/staff, programme and projects, in line with its strategic objective and capacity and able to provide solutions to problems
• Experience in monitoring and evaluation of funds/programmes/projects
• Experience in building and maintaining partnerships with wide network of stakeholders, Governments, civil society and private sector partners, experts and others in line with organization’s strategy and policy. 

Required Languages: 

• Fluency in English and Bahasa Malaysia is required.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

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