Operations Associate, GS6, Kuala Lumpur/Putrajaya, Malaysia, #108740 (Malaysian Only)

The Operations Associate is responsible for executing a broad variety of standardized administrative tasks, as well as administrative tasks relevant to finance and procurement areas requiring thorough knowledge of UNICEF administrative and financial procedures, processes and policies. In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution. The post reports to Operations Manager.

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children's rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life in its social, political, economic, civic and cultural dimensions her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society's most disadvantaged citizens addressing inequity not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

Purpose for the job

The Operations Associate is responsible for executing a broad variety of standardized administrative tasks, as well as administrative tasks relevant to finance and procurement areas requiring thorough knowledge of UNICEF administrative and financial procedures, processes and policies.

In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.

The post reports to Operations Manager.

Summary of key functions/accountabilities:

• Travel
• Invoice Processing
• Support to Financial Control
• Contracting of consultants and service providers
• Events and Conferences
• General Administrative Duties
• Operations Section and UNICEF Malaysia CO Satellite office liaison function

Travel

• Provides travel assistance to staff in section for travel arrangements and entitlements based on the organization's rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, documentation procedures.
• Extracts, inputs, maintains and verifies correctness of travel records in the organization's travel system to ensure accurate transactions related to travel costs and staff travel
• Assist in the preparation of budgets on travel costs and maintain travel budgetary control records.

Invoice Processing

• Responsible for collecting invoices and filing documents for approval and, thereafter processing in vision.
• Upload electronic files and verify results to destination system.
• Respond to client transaction status and other inquiries.

Support to Financial Control

• Maintain unit/work plans and budgets as well as off line financial status reports for Unit work plans.
• Monitor and advise budget owners on financial status of projects and potential over-expenditures and recommend possibilities for reallocation to ensure the optimum use available funds.
• Review and process payments in VISON related to HACT, utility payments, supplies, PO, advances and other payments. Check the requests have the necessary supporting documents, usually the original document, validity of the charge, they are certified by the staff responsible and are coded correctly. File the transactions and the related supporting documents regularly and share copies with relevant sections as required
• Process budget revisions of Unit projects for approval of the Chief.
• Submit periodic financial reports for management oversight, monitoring and review and confirm availability of funds as required.
• Process requisitions and prepare payment vouchers for the unit.
• Provide relevant information for the response to audits

Contracting of consultants or other service providers

• Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TORs in vision, and making necessary logistical arrangements.
• Keeps vendor lists, partners, and consultant rosters up-to-date.
• Arrange for the purchase and timely distribution of office supplies.

Events and Conferences

• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Arranges times through liaising with participants over availability.
• Liaises with budget focal points and section over costs and needs.
• Prepares background materials for participants and uploads cleared materials in the intranet.
• Prepares and maintains agendas on meeting and events related to the work group commitments.

General Administrative Duties

• Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information
• Maintain attendance records

Operations Section and UNICEF Malaysia CO Satellite office liaison function.

• Check all documentation for completeness prepared by PSFR unit for supporting different operational functions, file and transfer to Operations Section for filing in the respective master files
• Act as a focal point for incoming and outgoing documents at the Satellite office
• Facilitate document movement between the two offices
• Act as liaison person between the Operations Section and the PSFR unit on different operational matters, monitors the progress and follows up on the achievement of required services with operations unit.
• Submit periodic financial reports for management oversight, monitoring and review and confirm availability of funds as required.

Impact of Results

The efficiency and effectiveness of support provided by the Operations Associate ensures that a strong administrative platform is provided to the respective sections, which in turn affects the timely and accurate completion of the services provided by advisors and specialists in the team.

Core Values

• Commitment
• Diversity and inclusion
• Integrity

Core competencies

• Communication (I)
• Working with people (II)
• Drive for results (II)

Functional Competencies:

• Analyzing (I)
• Learning & Researching (I)
• Planning and organizing (I)
• Following Instructions and Procedures (I)

Recruitment Qualifications

• Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.
• A minimum of 6 years of progressively responsible administrative or clerical work experience is required.
• Fluency in English and Bahasa languages. 

Competencies and level of proficiency required

Core Values

• Commitment
• Diversity and inclusion
• Integrity

Core competencies

• Communication (II)
• Working with people (II)
• Drive for results (II)

Functional Competencies:

• Analyzing (II)
• Applying technical expertise (II)
• Planning and organizing (II)
• Following Instructions and Procedures (II)

Recruitment Qualifications

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the work of the organization.
• A minimum of six years of administrative or clerical work experience is required.
• Fluency in Bahasa Malaysia and English is required. Knowledge of another official UN language is considered as an asset.

Remuneration

• The remuneration for the above position may be access through UN Salaries Website as follows: http://www.un.org/Depts/OHRM/salaries_allowances/salaries/malaysia.htm (subject to mandatory deductions for pension contributions and health insurance, as applicable) and other benefits including 30 days of annual leave, mobile allowance, and dependency allowances for dependent family members. 
• Pension - staff members with six or more months of contract duration will be participants of the United Nations Joint Staff Pension Fund.     The pensionable remuneration, will be subject to a 7.9% deduction as a staff's contribution.  The Organization pays a contribution equivalent to 15.8%  of  a staff's  pensionable remuneration to the fund on his behalf.  On separation with less than five years of service, the staff's contribution will be refunded with interest.  Website: www.unjspf.org

Applications

• All eligible Malaysians are encouraged to apply.
• A written test may be used as a form of screening.
• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. UNICEF only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
• UNICEF is committed to workforce diversity and encourages all qualified male and female applicants to apply within its workforce and from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.
• Only candidates under serious consideration will be contacted.