Background

United Nations Development Programme (UNDP) and the Government of Sarawak have expressed interest to pursue a multi-year partnership to assist in Sarawak’s development planning under the new Country Programme between Government of Malaysia and UNDP. In line with Sarawak’s Post Covid-19 Development Strategy, UNDP intends to grow an integrated development programme which will support Sarawak in achieving its SDGs by 2030. This integrated development programme will include on-going projects under implementation and pipeline initiatives to be developed in close collaboration with the Government of Sarawak. These projects cover a wide range of topics including but not limited to youth development, nature and biodiversity, blue economy, digitalization, urban development, and sustainable tourism.

Under the guidance of and direct supervision of the Sarawak Programme Manager, UNDP is hiring a Programme Associate to assist in the effective and efficient management and delivery of the integrated programme and the specific projects under the UNDP Malaysia Country Office partnership with the Sarawak Government.

Duties and Responsibilities

The Programme Associate works under the direct supervision of Programme Manager and collaborates closely with all units within UNDP, other UN agencies, Government of Sarawak and relevant partners.

Support the Sarawak programme and pipeline management through effective planning and implementation.

• Assist in the formulation of various project work plans, drafting of annual/quarterly budgets, proposals on implementation arrangements and on other specific project related topics or issues.
• Provide daily comprehensive support in all aspects of project implementation in accordance with the project documents, annual work plans and other agreements between UNDP and Government of Sarawak and other responsible partners.
• Assume overall responsibility for administrative matters of a more general nature, delivering in timely manner, such as registry and maintenance of all project files and records, take notes of discussion and draft minutes of meetings, prepare routine correspondence, faxes, memoranda, and reports for partners and stakeholders, compile and prepare briefing materials, presentations, and documentation for meetings.
• Provide logistical support to ensure successful delivery of projects including organizing/coordinating events and procurement of services and goods.
• Support mainstreaming gender equality in the project(s) implementation, including data collection, compilation, and analysis. Prepare gender equality background materials for use in discussions, briefings, and correspondence.
• Support in horizon scanning, exploring opportunities for pipeline projects and resource mobilization in consultation with Programme Manager.
• Support other programme related activities as required by the Programme Manager.

Provide support for effective project financial and procurement management.

• Prepare request for payments and ensure the supporting documents are available and in accordance with UNDP rules.
• Assist in the preparation of budgets, budget revisions, financial reports and record keeping, provision of inputs in the elaboration of projects annual work plans and monitor the expenditures related to the projects.
•  Assist in the preparation of relevant procurement documents ensuring that all supporting documents are in accordance with UNDP requirements.
• Coordinate and support the procurement processes and procedures, recruitment of team members or technical experts, and contracting activities in full compliance with UNDP procedures ensuring transparent, independent and competitive processes.
• Regularly monitor expenditures and commitments against projects budget, relevant plans and provide finance-related information to support implementation. When necessary, recommend corrective actions and draft various correspondence concerning finance, operations, and budgetary issues.
•  Maintain a proper filing system and financial records ensuring safekeeping of confidential materials and provision of information for audit.

Provide support in partnership development and engagement with multi-stakeholders.

• Assist in organising and facilitating of multi-stakeholder workshops and events.
• Support in developing, maintaining relationships and liaising with projects’ key stakeholders and partners.
• Coordinate with the key counterparts of the projects and assist in information dissemination.
• Support in updating the database of the relevant public and development partners, and other stakeholders who are counterparts for the projects.
• Support in regular communication and coordination with partners, project counterparts, stakeholders, and beneficiaries; and develop and maintain effective mechanisms for integrating and responding to their feedback and insight.
• Support creation of high-quality information and visibility of the projects’ activities among the stakeholders.
• As needs arise, travel to the partner communities or stakeholders for bilateral meetings, events, focus group discussion and any projects related activities/trainings and ensure effective working relationships.

Provide support for the effective monitoring, evaluation, and reporting on progress of projects’ implementation.

• Support implementation of monitoring system of all projects in alignment with the Monitoring and Evaluation framework to ensure effective information sharing, provision of feedback, and elaboration of high-quality progress reports.
• Support in data collection, analysis and presentation of information for monitoring and evaluation of project implementation against project targets as well as for audit purposes. Identify gaps in implementation and provide adaptive management support in consultation with Programme Manager and partners.
• Assist in organising field and study visits, missions, workshops, roundtables, and/or conferences as needs arise.
• Assist in identification, implementation, monitoring and effective management of projects risks.
• Prepare and consolidate required project reports on a timely basis and in line with monitoring and reporting guidelines and requirements.

Provide support in knowledge building, sharing and capacity building.

• Provide support to capacity building activities, including to the design and delivery of tools, materials for workshops, or platforms that tap into the collective intelligence of communities and mobilise action.’
• Provide support to the development of knowledge products, outreach and promotional materials including brochure, press release and other communication related tasks.
• Provide support in the dissemination and sharing of relevant data and lessons learned within the Country Office and regionally.
• Make sound contributions to knowledge networks and communities of practice. Support compiling and systematising project knowledge, knowledge products and tools as well as distribution to partners.

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

Core competencies:

• 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 & Technical competencies:

Administration & Operations

• Events management (including retreats, trainings and meetings). Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
• Documents and records management. Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Business Direction & Strategy

• Strategic Thinking. Develop effective strategies and prioritised plans in line with UNDP’s mission and objectives, based on the systemic analysis of challenges, opportunities and potential risks; link the general vision to reality on the ground to create tangible targeted solutions; learn from a variety of sources to anticipate and effectively respond to both current and future trends; demonstrate foresight.

Business Development

• Project Management. Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
• Knowledge Facilitation. Ability to animate individuals and groups, internally and externally, and to design and facilitate activities, to share and exchange knowledge, information and ideas. Knowledge of tools and approaches to stimulate active participation, contribution, and exchange.

Business Management

• Partnerships Management. Build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies

Finance

• Budget management. Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Required Skills and Experience

Education:

• Secondary education is required.
• University Degree (Bachelor´s degree) in Project Management, Business Administration, Public Administration, Public Policy, Biodiversity, Environment, Urban Planning, Economics, Political Sciences, Social Sciences or equivalent field will be given due consideration, but it is not a requirement.

Experience:

• A minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of progressively responsible administrative or project management or project experience is required.
• Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages.
• Experience relevant to any of these technical fields is highly desired: biodiversity, environment, climate change, youth engagement, entrepreneurship development, sustainable tourism or urban development and planning.
• Experience in preparation of financial reports and overviews
• Knowledge of monitoring and evaluation tools
• Knowledge of project management processes
• Knowledge of procurement procedures of national / international organizations
• Knowledge relevant to biodiversity, environment, climate change, youth engagement, entrepreneurship development, sustainable tourism or urban development and planning
• Knowledge of development issues in Sarawak is an added advantage

Required Languages:

• Fluency in Malaysian and English is required.
• Knowledge of local Sarawak dialect is an advantage.

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.