Admin Assistant NPSA5 (Open to Malaysian nationals only)
JOB DETAIL
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.
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.
The UN RCO is seeking to hire a position of an Administrative Assistant.
Under the direct supervision of the Head of Secretariat, the administrative assistant will have overall reporting to the UN RCO and indirectly to the Steering Committee (SC) to support the Fund as detailed in the scope of work.
He/She will organize and coordinate the Fund’s events and activities, such as SC Meetings, which would include registration, travel, attendance, and procurement of required services. This would involve liaising with UNDP as administrator of the Secretariat’s operational fund.
He/She also requires the categorization, update, tracking and analysis of data related to the Fund e.g., accounting records, outputs, resources utilized, revisions, initiate financial authorizations for expenditures.
He/She will also prepare, maintain and update files (electronic and paper) and internal databases, and reference systems regarding events, official documentation and internal reference materials and reports to facilitate inspection and other reviews in addition to drafting and sending of invitations, managing responses and performing other duties as assigned.
Undertake administrative tasks:
- Perform all necessary administrative functions to ensure proper operationalization of the Fund; governance, reporting, and documentation (including the preparation of agendas, invitations, minutes, filing system and all other administrative work that may arise);
- Prepare, maintain and update files and databases (electronic and physical), and establish an effective filing and records system;
- Assist in generating a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials / notes to facilitate inspection and other reviews;
- Draft routine correspondence to respond to inquiries in respect to relevant administrative, financial and personnel matters; and
- Coordinate and liaise with other UN agencies, staff, project owners and external collaborators to ensure that information is properly disseminated and documented.
Ensure effective office management:
- Organize and coordinate all meetings, including making requests and sending invites, liaising and ensuring all required services and facilities are in place;
- Assist in the organization and facilitation of events as required in terms of budget, plans, communication, procurement, disbursement, documentation and report preparation;
- Assist in monitoring and evaluation of projects; categorize, update, and track data related to projects e.g., accounting records, outputs, resources utilized, deviations / revisions etc;
- Facilitate travel arrangements as needed.
Budget and Financial:
- Prepare budget updates and expense reports of the Fund Secretariat;
- Assist in monitoring and day-to-day administration of contracts between the UN and external vendors/contractors/consultants;
- Review and confirm invoices against goods and services provided by vendors;
- Process and monitor payments;
- Initiate financial authorization for expenditures, in accordance with UN procedures; and
- Assist in monitoring funded projects against approved budgets and deliverables and collate and consolidate financial and narrative reports for submission purposes.
Others:
- Provide guidance and training to new/junior staff, consultants, research fellows and interns.
- Perform other duties as assigned.
Institutional Arrangement
The Administration Assistant will have reporting responsibility to the Head of Secretariat.
| Core | |
| 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
Digital Awareness and Literacy
- Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.
Working with Evidence and Data
- Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.
Monitoring
- Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.
Evaluation
- Ability to make an independent judgement based on set criteria and benchmarks.
- Ability to anticipate client’s upcoming needs and concerns.
Customer Satisfaction / Client Management
- Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timelyand quality resultsand/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.
- Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
- Knowledge of relevant concepts and mechanisms.
High school education or a Bachelor’s degree in business administration, social science, or any other relevant field.
- Proficiency in IT software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling of web-based management systems is required.
- Excellent organizational and problem-solving skills are required.
- Demonstrated ability to deliver on the assigned tasks in a timely and accurate manner is required.
Desired Skills (in addition to the covered in the Competencies section)
- Demonstrated experience with organization of travel, events, conferences, and high-level meetings is highly desirable.
- Knowledge of travel/ administration/procurement/HR rules and regulations for international development organizations is highly desirable.
- Experience with ERP systems, such as Quantum/PeopleSoft/Oracle/Siebel is desirable.
- Excellent communications skills, ability work in a multi-cultural teams and client orientation is highly desirable.
Required Language (s)
Fluency in English and Bahasa Malaysia written and spoken.
Professional Certificates
Additional certification in project management or procurement is considered an asset.
Disclaimer
