JOB DESCRIPTION

Org. Setting and Reporting The UN Secretary-General launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to delivery more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals (SDGs). As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an independent UN Resident Coordinator – the Representative of the UN Secretary-General and the highest-ranking official of the UN Development System at the country level – support countries in the achievement of their development priorities and the attainment of the SDGs. The position is located in the United Nations Resident Coordination Office (UNRCO) in Kuala Lumpur, Malaysia and reports to the Head of the Resident Coordinator”s Office. The office is located in Putrajaya.

Responsibilities Within delegated authority, the incumbent will be responsible for the following duties: HUMAN RESOURCES MANAGEMENT:

• Initiates, reviews, processes and follows-up on actions related to the administration of the unit”s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through IMIS.
• Monitors staffing table and prepare relevant statistical data/charts. BUDGET AND FINANCE:
• Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters” budget, trust funds, grants and procurement.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Assists in preparation of the RCO”s annual Integrated Budget and Workplan and budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures
• Prepares or customizes financial reports from IMIS system generated reports.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
• Provides weekly updates to the Head of RCO and RCO Team on the status of the RCO budget, procurement activities, and contracting requests. Maintains a real-time, accessible tracking document to ensure transparency and coordination across the team. GENERAL ADMINISTRATION:
• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Maintains and regularly updates a well-organized and efficient filing system for the RCO and UNCT, using Microsoft Teams and other platforms as appropriate to ensure easy access and retrieval of documents.
• Organizes internal and external meetings on behalf of the RCO and UNCT, as required, ensuring effective IT and technological support, timely procurement of catering and other meeting requirements.
• Prepares RSVP lists, minutes of meetings, notes and other background materials as needed by the RCO and UNCT.
• Provides efficient and well-coordinated support for missions of UN officials and experts to Malaysia, Singapore, and Brunei Darussalam, ensuring smooth logistical and administrative arrangements.
• Builds and maintains effective working relationships with the front offices of all UN entities and other relevant staff to support smooth coordination.
• Maintains and regularly updates the RCO asset inventory, ensuring accurate records and proper tracking of office equipment and resources. CONTRACT ADMINISTRATION:
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits the contractors” invoices against the goods and services provided by the contractor and approved by the UN.
• Processes the payment of contractors” invoices and monitor payments in a timely and efficient manner.
• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys. OTHERS:
• Ensures that requirements and background information used for data analysis are documented.
• Maintains protocol procedures. Ensures adherence to established UN and host country protocol standards in all official engagements and communications of the UNRC. This may include coordinating with government ministries, diplomatic missions, and relevant stakeholders to manage high-level visits, courtesy calls, and ceremonial events; and drafting, formatting, and processing of Note Verbales, official letters, appropriate diplomatic exchanges, and other internal and external communications on behalf of the RC and RCO.
• Represents the RCO in interagency meetings and committees such as the Common Premises Committee, Operations Management Team, administrative working groups and others. Supports related reporting via the Information Management System / UN INFO such as on common premises as needed.
• Maintains and regularly updates the RCO Leave Monitor, tracks absences and work-from-home arrangements of RCO team members, and provides timely reports to the Head of RCO.
• Updates and maintains repositories of partner contact lists, the RCO database of UNCT members, Results and Thematic Groups, and other inter-agency coordination mechanisms, as well as database of stakeholder contact lists by categories.
• Performs other related duties as required.

Competencies PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. PLANNING AND ORGANIZING: 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. CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients” point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients” needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients” environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education Completion of High school diploma or equivalent is required. Additional certification in any of the following areas: administrative services, finance, accounting, audit, human resources or related area is desirable. A first level university degree is an advantage.

Job – Specific Qualification Not available.

Work Experience A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area, is required. The minimum years of relevant work experience is reduced by two (2) years for candidates who possess a first level university degree. Previous experience with United Nations agencies, NGOs or similar international organization is desirable. Working experience with an Enterprise Resource Planning (ERP) system such as Umoja (or similar), is desirable. Work experience of one (1) year or more in Data Analytics is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Either Malay or Bahasa is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

Required Languages
LanguageReadingWritingListeningSpeakingEnglishUN Level IIUN Level IIUN Level IIUN Level IIMalayUN Level IIUN Level IIUN Level IIUN Level IIBahasaUN Level IIUN Level IIUN Level IIUN Level II

Assessment Evaluation of qualified candidates for this position may include a substantive assessment, such as a written test, which will be followed by a competency-based interview by phone/Teleconference.

Special Notice This is a Fixed Term position. Appointment against this post is on a local basis and is open for an initial period of one year (1) year and extension will be subject to availability of funds, budgetary approval or extension of the mandate. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.

United Nations Considerations According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.