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Management Specialist

Kuala Lumpur (Malaysia)

Background

UNDP, as an integral part of its mission to fight poverty and improve the lives of people around the world, is committed to being open, transparent and accountable. As part of this commitment, UNDP adopted International Public-Sector Accounting Standards (IPSAS), and established a Global Shared Service Centre (GSSC) to provide IPSAS transactional recording (in the areas of revenue, expenses and fixed assets), procurement, advisory and support services to UNDP Offices worldwide, and to provide training to UNDP Offices where needed.

The Global Shared Services Unit (GSSU) within the Bureau for Management Services (BMS) supports all UNDP offices and units with the provision of transactional services. This includes a core set of transactions in Finance and HR that are already being handled by the Global Shared Service Unit (GSSU) in Kuala Lumpur. The GSSU is led by the Director of Office of Operations, Legal & Technology Services (OOLTS), who reports to the Director of Bureau for Management Services (BMS).

Under the guidance and direct supervision of the Director of the GSSU, the Management Specialist, supports the management and coordination services of the Directorate.H/she works in close collaboration with GSSU staff, UNDP Headquarters, other UN Agencies and government officials to achieve set goals. The Management Specialist supervises and lead the staff of the Project Analytics, Reporting, Training team.

Duties and Responsibilities

1. Coordination and management support to the Director:
  • Coordinate and participate in GSSU work planning and discussion to provide support on a range of issues related to GSSU operations and management;
  • Manage Director’s agenda, meetings and schedule of commitments including preparing briefing materials, documents and all related information to ensure the Director is fully briefed and prepared for key meetings and events.  Plan Director’s key meetings including planning the agenda and taking minutes for dissemination and follow up action;
  • Draft speeches, concept papers and/or other substantive presentation materials for the Director’s key/international/interagency meetings and representation events. Prepare correspondence on a range of substantive issues for the Director;
  • Prepare and/or coordinate the preparation of all required materials and documents required b the Director to facilitate his/her participation in high level meetings/discussions;
  • Support the Director in implementing its commitments by following up on pending issues with managers and Headquarter for response and/or decision;
  • Track, monitor, follow up and report to the Director on the progress of various GSSU initiatives and projects.
2. Internal communication within UNDP/BMS/GSSU:
  • Keep abreast of key issues and initiatives within BMS/GSSU/UNDP and collaborate proactively with colleagues to seek/exchange information and brief the Director to facilitate timely information and/or action/decision;
  • Prepare and coordinate management reports and other documents for GSSU, Headquarters and other stakeholders;
  • Conduct research, substantive review and critical analysis of key documents, communications and other materials for the Director’s action and provide appropriate information and advice to ensure the Director is fully informed of relevant issues prior to taking action.
3. Management function:
  • Support the Director in planning and managing the GSSU financial resources.   Review GSSU financial resources and support to align the resource envelope to GSSU structure, propose allocations and spending limits within GSSU.   Evaluate the financial risk mitigation measures on behalf of GSSU Director and support the financial oversight role.  Advise GSSU Management on options available and decisions to be made regarding optimal utilization and management of the financial resources;
  • Align cost recovery practices of GSSU to UNDP’s corporate planning and budgeting approach;
  • Carry out sound business analytics, to achieve GSSU mandate, by identifying innovative business solutions, providing quality assurance, reporting and supporting oversight functions.
4. Knowledge Management:
  • Identify key knowledge constraints and organize learning, knowledge exchange, training, workshops etc. to build awareness, capacities and improve processes, in relevant areas of GSSU work;
  • Ability to capture, develop and share knowledge and information.

Competencies

Core
 
Innovation
  • Ability to make new and useful ideas work
Leadership
  • Ability to persuade others to follow
People Management
  • Ability to improve performance and satisfaction
Communication
  • Ability to listen, adapt, persuade and transform
Delivery
  • Ability to get things done while exercising good judgement
Technical/Functional
 
Coordination
  • Ability to plan, organize, control procedures and protocols to achieve specific goals
Relationship management
  • Ability to engage and foster strategic partnerships with internal and external stakeholders and forge productive working relationships
Briefs/ speech writing
  • Ability to write quality briefs/speech/presentation documents
Quality Assurance
  • Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled
Research
  • Knowledge of analytical tools, research and methods for undertaking substantive research on related issues
Operational Efficiency
  • Ability to identify and execute opportunities to improve operational efficiency
Knowledge Management
  • Ability to efficiently handle and share information and knowledge

Required Skills and Experience

Education:
  • Master's degree in Business Administration, Public Administration, Economics, Social Sciences, Finance or related field.
Experience:
  • 5 years of relevant experience at the national or international level in providing management coordination, advisory services;
  • Experience in using ERP, web-based systems;
  • Familiar with the complexity of client relationships among UNDP, GSSU and Country Offices. Knowledge about UN/UNDP would be an advantage.
Language Requirements:
  • Proficiency in written and spoken English. Working knowledge of other UN language desirable.

Disclaimer

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: UNDP - United Nations Development Programme
  • Location: Kuala Lumpur (Malaysia)
  • Grade: Level not specified
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: 2018-09-23

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