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  • Organization: UNDP - United Nations Development Programme
  • Location: Kuala Lumpur
  • Grade: SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement - Consultancy
  • Occupational Groups:
    • Environment
    • Project and Programme Management
    • Administrative support
  • Closing Date: 2019-06-22

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Project Assistant

Kuala Lumpur (Malaysia)

Background

Forests and natural resources remain as the key source of livelihood for Orang Asli/Asal.  About half of the income from forests is non-cash and includes food, water, fuel, fodder, construction materials, and medicine which is important for the extreme poor and women-led households. As per the  Budget 2019 announcement, UNDP is currently in partnership with Ministry of Finance to pilot, implement and scale up community-based initiatives or projects to manage, conserve and protect its environment for sustainable livelihood. 
 
Under the overall guidance and supervision of UNDP Programme Manager and the UNDP Project Manager, the Project Assistant provides ongoing project and administrative assistance and support to the project, performing a variety of standard administrative processes ensuring high quality and accuracy of work. 
 
The Project Assistant works in collaboration with the operations, programme and project staff in the CO to exchange information and ensure consistent services delivery.
 

Duties and Responsibilities

1. Ensures provision of support to management of ongoing project activities, focusing on achievement of the following results:
  • Provide inputs in the elaboration of work plan
  • Assist in arranging logistics, preparing agenda and coordinating with related stakeholders for organizing workshops and meetings as and when required
  • Assist in minutes taking for program/project meetings and in drafting research reports as required
  • Assist in coordinating of the planned events of the project 
  • Assist in drafting inputs for the project’s reports
2. Ensures effective administrative and logistical services, focusing on achievement of the following results:
  • Contacts with stakeholders/visitors and project personnel, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
  • Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
  • Translation of simple correspondences from Bahasa Malaysia to English and vice versa, when needed.
  • Maintenance of records/ documents/ files relating to the project in a user-friendly manner 
  • Be responsible for assigned correspondence and other admin tasks including creating e-requisitions and travel requisitions 
  • Arrangements of travel and hotel reservations, preparation of travel authorizations, and processing related documents
  • Administrative support to conferences, workshops, retreats, seminars & meetings
  • Assistance in proper control of supporting documents for payments and financial reports
  • Check related forms delivered by Implementing partners/Responsible Parties for completion before submitting to the Programme Support Unit for verification
  • Proper receipting of goods and services 
  • Preparation of routine correspondence, faxes, memorandum and reports to partners
  • Extracting, inputting, copying and filing data from various sources as required
  • Maintain a proper filing system for financial records ensuring safekeeping of confidential materials
  • Assisting in organizing, executing and coordinating logistical requirements by drawing up an event time-line, programme schedule and checklist for successful holding of events
  • Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.  
  • Extraction of data from various sources.
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
  • Assistance in the preparation of budget, provision of information for audit.
3.  Provides support to office maintenance and assets management, focusing on achievement of the following results:
  • Assist in the maintenance of records on assets management
  • Maintenance of files and records relevant to office maintenance
4. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
  • Participation in the training for the operations/programme staff 
  • Sound contributions to knowledge networks and communities of practice
 

Competencies

Corporate Competencies:
  • Demonstrates commitment to UNDP’s mission, vision and values.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
  • Demonstrating/safeguarding ethics and integrity  
  • Demonstrate corporate knowledge and sound judgment 
  • Self-development, initiative-taking 
  • Acting as a team player and facilitating team work 
  • Facilitating and encouraging open communication in the team, communicating effectively 
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others. 
  • Informed and transparent decision making
Functional Competencies:
 
Building Strategic Partnerships 
  • Analyzes general information and selects materials in support of partnership building initiatives
 
Promoting Organizational Learning and Knowledge Sharing
  • Researches best practices and poses new, more effective ways of doing things
Job Knowledge/Technical Expertise
  • Understands the main processes and methods of work regarding to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Demonstrates good knowledge of information technology and applies it in work 
  • assignments
Promoting Organizational Change and Development
  • Demonstrates ability to identify problems and proposes solutions 
Design and Implementation of Management Systems
  • Uses information/databases/other management systems
Client Orientation
  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Responds to client needs promptly
Promoting Accountability and Results-Based Management
  • Gathers and disseminates information on best practice in accountability and results-based management systems
 

Required Skills and Experience

Education:
BA/BSc degree in Business Administration, Bachelor of Commerce, Human Resources, Finance, Social Sciences, International Relations and any other related fields.
 
Experience:
  • Minimum five (5) years of relevant experience in administration or programme support service. 
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.). 
  • Experience in handling of web-based management systems.
  • Experience working with NGO/CSO on  programme/projects for Orang Asli/Asal will be preferred.
Language Requirements:
Fluency in English and Bahasa Malaysia
 

Disclaimer

Important applicant information

All posts in the SC categories are subject to local recruitment.

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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