Management Associate

Background

UNDP multi-country office in Malaysia, Singapore and Brunei Darussalam provides technical assistance, policy andtechnical advisory services to the Governments of Malaysia, Singapore and Brunei Darussalam in their efforts towardsachieving the Sustainable Development Goals (SDG); in partnership with development partners, financial institutions,private sector and civil society.In Malaysia, UNDP’s programme priorities and partnerships are defined and operationalized through the CountryProgramme between Government of Malaysia and UNDP to support and contribute to the development priorities andresults envisioned in the 5-year Malaysia Plan. Malaysia is currently implementing the Twelfth Malaysia Plan 2021-2025(12MP), which is anchored around three key themes namely resetting economy, strengthening security, wellbeing andinclusivity; and advancing sustainability to achieve economic growth and transform Malaysia into a prosperous, inclusiveand sustainable country.CO seeks to strengthen the overall management performance and oversight of the UNDP

Position PurposeUnder the direct supervision of the Management and Oversight Analyst, and overall guidance of the ResidentRepresentative, the Management Associate provides support to the leadership in the execution of oversight andmanagement performance, and supports the formulation, planning and management of the country programme andoperations by managing data and facilitating implementation of various initiatives and activities aiming to effectivelydeliver development results. The Management Associate promotes a client-oriented approach consistent with UNDPrules and regulations.The Programme Associate works in close collaboration with the operations, programme and projects’ staff in the COand UNDP HQs as required for resolving complex programme and finance-related issues and exchange of information.

Duties and Responsibilities

1. Support effective oversight on programme and project management, including planning, implementation, monitoringand timely reporting.2. Ensure data collection and support to analysis on key management aspects and processes3. Provide risk management and financial management support4. Ensures facilitation of knowledge building and knowledge sharing in the CO.

1. Supports effective oversight on programme and project management, including planning,implementation, monitoring and timely reporting.Provide effective support to oversight and management performance initiatives including contribution to projectdesign, appraisal, implementation processes.Support effective pipeline management system and processes within the office.Review of project budget and budget revisions to ensure matching with available resources in the projects.Monitor and ensure timely operational and financial closure of projects in coordination with responsibleprogramme and operations teams.Undertake quality assurance for projects’ annual procurement plan and monitor to ensure the implementation ofthe plan in accordance with UNDP’s policies and procedures, as needed.Follow-up on project revisions, project status, determination of unutilized funds and follow up to project closure;Exercise a back-up function to perform programme and operations related responsibilities based on thedemand and request of the supervisor.2. Ensures data collection and analysis on key management aspects and processes;Provide regular monitoring of Country Office performance using corporate tools as well as targets set annually,with special emphasis on pipeline management/delivery and resource mobilization targets, compliance andstrategic oversight of and support to Country Office financial sustainability, focusing on achievement of thefollowing results:Provide support in data collection and analysis on key management aspects of CO portfolio performance,including CO workplans, annual targets monitoring; implementation and reporting; addressing bottlenecks anddeficiencies in issues related to programme and operations;Ensures regular data collection and review of the key management performance indicators; supports analysis oftrends and prepares consolidation information on trends that will provide management with appropriate analyticaltools to establish measurable performance actions by the Country Office;Support in data collection and analysis and remedial actions related to programme finance and enterprise riskmanagement, in consultation with relevant programme and operations staff; Review data on financial and management performance and support analysis on CO performance, includingverification of evidence documentation;Provide support and facilitate reviews of project documents, work plans, budgets, and transactions, for assignedoffices and projects, as required by the supervisor.Support in liasing with GSSC and other relevant units ensure effective oversight on CO transactions andprocesses.3. Provide risk management and financial management supportAssists in ensuring full compliance of programming initiatives and activities with corporate UNDP policies andprocedures, including accountability framework, internal control framework, Enterprise Risk Management, Socialand Environmental Standards, etc.Support in periodic oversight activities relating to programme and operations management, remotely and on site,and make recommendations for improvement to CO Management;Supports the planning and monitoring of various programme/project budgetary resources and ensures qualitycontrol of financial resources management performed by relevant personnel, flagging any deviations andproposing corrective measures in line with UNDP FRRs.Support in implementation of the partnership and resource mobilization action plans, including tracking andreporting on mobilized resources by the Country Office, including timely recording of contributions andreporting.Review contribution agreements before signature by the CO management, and obtaining of clearances from HQif necessary; Monitoring of cost-sharing contributions, in liaison with GSSC.Support accurate recording of data into ERP (e.g., Annual Work Plans, GMS rates and their distribution, resultsdata)Work with the supervisor on audit or other assessment related activities to ensure that actions across variousaudit-mandated and compliance tasks are completed in a timely manner; andReview programme and project financial information and reports, including monitoring of CDRs and providesuggestions of corrective actions and ensure implementation in line with POPP   

Support quality review of HACT (Harmonized Approach to Cash Transfers) FACE Form submissions and otherrequired documentation by the programme teams prior to final approval by Senior Management as required;Support provision of guidance to the implementing partners and responsible parties on implementation issuesand UNDP requirements;Support with preparation of the guidance and follow-up on HACT audits and requirements;Support in management of partners capacities and risk assessments, assurance plans and follow-up required;Create requisitions in the ERP for assigned projects, register of goods receipt in the ERP; support contractmanagement (HR and procurement) and perform other administrative functions, as required.Participate in the evaluation and review panels ; preparing evaluation reports and submission to procurement,grants and other review committees, as required.4. Ensures facilitation of knowledge building and knowledge sharingSupport the organization of training events on programme and operations, including technical inputs and supportto logistics;Assists in organization and provision of training and learning activities for UNDP personnel on specific projectmanagement and financial issues, the application of ERP and other corporate/regional systems and tools, etc.Facilitates knowledge building and management, documentation of lessons learned and good practices, andinnovation and knowledge transfer in the country office, region and globally;Provide contributions to knowledge networks and communities of practice.

 

Competencies

 

Expected Demonstration of Competencies
Core:
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
Thematic Area Name Definition Business Direction & Strategy Strategic Thinking   ·       Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities, linking the vision to reality on the ground, and creating tangible solutions ·       Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and ways forward look like for UNDP Business Direction & Strategy System Thinking   Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system Business Management Results-based Management Ability to manage programmes and projects with a focus on improved performance and demonstrable results Business Management Resources Management Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity Business Development Development and Operational Effectiveness Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported; Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems; Ability to perform work of confidential nature and handle a large volume of work; Good knowledge of financial rules and regulations and Results Management Guide, accounting; Strong IT skills, Atla; Ability to provide input to business processes re-engineering, implementation of new system Finance Financial Plannign and Budgeting Ability to create and manage processes to achieve UNDP's long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting Ethics UN policy knowledge - ethics Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

Required Skills and Experience

Education Completion of Secondary Education is required or;University Degree (Bachelor’s degree) in Business Administration, Management, Public Administration,Economics, or related fields will be given due considerationCertification in programme/project management (e.g., PRINCE, MSP, PMP, etc.) and/or accounting/audit areasis desirableProfessional accounting qualifications from an internationally institute of accountancy will have a distinctadvantage.Experience, Knowledge, and SkillsMinimum 6 years (with Secondary education) or 3 years (with Bachelor's degree) of progressively responsiblerisk management, finance or programme experience is required at the national or international level.Proficient user of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge ofspreadsheet and database packages, experience in handling web-based management systems.Knowledge and experience of handling Enterprise Resources Planning platforms such as PeopleSoft isdesirable.Strong knowledge of UNDP’s policies and procedures on programme and project management is desirable.Knowledge of International Public Sector Accounting Standards (IPSAS) and/or International Financial ReportingStandards (IFRS), Finance Accounting and Management Accounting is desirable.

 Fluency in English and National Language is required.

Expected Demonstration of Competencies

Core:

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

Thematic Area	Name	Definition
Business Direction & Strategy	Strategic Thinking	·       Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities, linking the vision to reality on the ground, and creating tangible solutions ·       Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and ways forward look like for UNDP
Business Direction & Strategy	System Thinking	Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system
Business Management	Results-based Management	Ability to manage programmes and projects with a focus on improved performance and demonstrable results
Business Management	Resources Management	Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity
Business Development	Development and Operational Effectiveness	Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported; Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems; Ability to perform work of confidential nature and handle a large volume of work; Good knowledge of financial rules and regulations and Results Management Guide, accounting; Strong IT skills, Atla; Ability to provide input to business processes re-engineering, implementation of new system
Finance	Financial Plannign and Budgeting	Ability to create and manage processes to achieve UNDP's long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting
Ethics	UN policy knowledge - ethics	Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity