Prog Assistant (Maritime Crime)

Kuala Lumpur

Organization: UNDP - United Nations Development Programme
Location: Kuala Lumpur
Grade: Consultancy - SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement
Occupational Groups:
- Administrative support
- Democratic Governance
- Maritime
- Criminology, Extremism, Police Affairs and Anti-Corruption
- Governance and Peacebuilding
- Project and Programme Management
- Drugs, Anti-Money Laundering, Terrorism and Human Trafficking
Closing Date: Closed

Background

The United Nations Office on Drug and Crime (UNODC) provides technical assistance related to combating terrorism, organized crime, corruption and drugs to requesting Member States. This assistance also supports States Strengthening criminal justice and health systems and to ratify and successfully implement international conventions and protocols, in compliance with the rule of law and human rights.

The UNODC Regional Office for Southeast Asia and the Pacific’s (ROSEAP) Regional Programme outlines the proposed scope and focus of UNODC's work in the region for the years to come. It provides a framework for delivering a coherent programme of work to: (i) give clear focus to supporting Member States and regional partners in achieving priority crime and drug outcomes; and (ii) increase the responsiveness, efficiency and effectiveness of UNODC's support to the region.

The Regional Promgramme focuses primarily on crime and drug challenges that are best addressed through coordinated cross-border and intra-regional cooperation. There are five sub programmes under the Regional Programme.

Transnational Organised Crime
Anti-Corruption
Terrorism Prevention
Criminal justice systems
Drugs and Health, and Alternative Development

Duties and Responsibilities

Summary of key functions:

Under the overall supervision of the Global Maritime Crime Programme (GMCP) Regional Programme Coordinator for Southeast Asia and the Pacific in Bangkok, and under the direct supervision of the Associate Programme Officer, based in Bangkok the incumbent will be responsible for the general management and implementation of GMCP activities in Malaysia.

Specific tasks to be performed by the Programme Assistant:

The incumbent will fulfill the following tasks:

Assist in initiating and finalizing budget revisions, work plans, notes to the file, etc. to facilitate the implementation and monitoring of the assigned project activities;
Organize international and national conferences, meetings, training and workshops held countries of Southeast Asia and the Pacific region, and travel to the events' location if needed;
Prepare travel plans and organize travel dates for participants to UNODC events, and for UNODC staff as required. Prepare travel requests to be sent to the travel agents to issue air tickets, request payment of Daily Subsistence Allowances (DSAs) and terminal expenses when needed, and determine appropriate budget lines;
Prepare any document required for consultants’ contract issuance/management and follow up on payment requests of their fees as per their terms of reference;
Provide support to assigned projects and to relevant UNODC personnel in Bangkok on aspects related to the preparation of payment requests in the UNODC administrative systems (Umoja and FOHRM), as well as payment reconciliation and expenditure verification. Follow up with UNDP offices on project expenditures and payments;
Plan and organize the procurement of goods and services required for the assigned projects, ensure compliance with, and verify, regulations and procedures to be applied when procuring goods or services. Conduct low value procurement (up to US$ 10,000) and initiate procurement processes for all types of goods and services required under the assigned projects;
Collect and compare offers from vendors and liaise with the UNODC Procurement Team in Bangkok and relevant personnel at UNDP Country Offices to ensure abidance with relevant UN rules and regulations. Liaise with bidders and vendors, and follow up with suppliers and expediters to ensure timely delivery;
Complete administrative workflows in relation to the handover of equipment to Member States’ institutions and liaise with the UNODC personnel in Bangkok in charge of asset management.
Support the closing of administrative workflows in relation to the procurement of goods and services after they have effectively been received, and liaise with UNDP Country Offices and relevant UNODC personnel in Bangkok to provide/obtain the necessary documentation;
Contribute to the development of administrative and financial guidance for UNODC programme personnel in the region, and contribute to exchange of information among colleagues to identify and spread best practices and experiences;
Draft correspondence and contribute to project documents;
Prepare informal translations and act as interpreter when required;
Contribute to developing and maintaining a filing system for projects;
Perform any other work-duties as required.

Impact of Results

Efficient and timely achievement of the results directly affects programme delivery. Inaccuracy in information supplied, inefficiency in support services provided, inadequacy in organizational and logistical arrangements made and insufficient client orientation will have a significant negative impact on programme efficiency and Organization’s reputation.

Competencies

Professionalism:

Has knowledge and understanding of theories, concepts and approaches of the relevant aspects in anti-money laundering, counter-financing of terrorism (AML/CFT), high-tech financial crimes, proceeds of crime, mutual legal assistance in criminal matters, and extradition legislation. Has knowledge of policies and practices on AML/CFT, as well as in the mandates of the United Nations Office on Drugs and Crime. Has very good research and analytical skills. Is able to identify issues, analyze and participate in the resolution of issues/problems. Is able to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Communication:

Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Planning, organizing and managing performance: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Required Skills and Experience

Education:

Malaysian national with secondary education preferably with specialized certification in areas directly relevant to administrative and/or financial management.
University Degree in Liberal Arts, Social Sciences, Business Administration, Hospitality Management, Accounting, Financial Management or other related filed is desirable, but it is not a requirement.

Experience:

At least seven (7) years (for secondary school graduates), or five (5) years (for university degree holder) of relevant experience in the administrative/finance aspect of technical assistance delivery at the national or international level is required.
Experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc.) and knowledge of spreadsheet and database packages are required.
Working experience with web-based enterprise resource management systems is a requirement. Knowledge of Umoja is an advantage

Language Requirements:

Good English language skills and fluency in oral and written Malay required.

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.

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This vacancy is now closed.
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