Vacancy: Operations & Programme Assistant

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Event
  • DATE / TIME:
    2022•02•13
    Location:
    Kuala Lumpur

    About UN University (UNU)

    The United Nations University (UNU) is an international community of scholars engaged in policy-oriented research, capacity development and dissemination of knowledge, furthering the purposes and principles of the Charter of the United Nations. UNU’s mission is to contribute, through research and capacity building, to efforts to resolve the pressing global problems that are the concern of the United Nations and its Member States.

    For the past four decades, United Nations University (UNU) has been a go-to think tank for impartial research on human survival, conflict prevention, sustainable development and welfare. With more than 400 researchers in 12 countries, UNU’s work spans the 17 Sustainable Development Goals, generating policy-relevant knowledge to effect positive global change. UNU maintains more than 200 collaborations with UN agencies and leading universities and research institutions across the globe.

    About the Institute (UNU-IIGH)

    UNU-International Institute for Global Health is one of 14 research and training Institutes that comprise the think tanks in the UNU system. UNU-IIGH was established in 2005 with the mission to advance evidence-based policy on key issues related to sustainable development and global health. UNU-IIGH aims to build knowledge and capacity for decision making by UN agencies, UN programmes and Member States towards the achievement of the Sustainable Development Goals.

    Leveraging its position within the UN, UNU-IIGH works with a network of academic, policy and civil society experts to serve as a platform for critical thinking and exchange of knowledge and tools for policy influence and consensus-building.

    Responsibilities 

    Under the overall supervision of the Operations Manager, the Operations & Programme Assistant will perform the following duties:

    1.  Operations & Administrative support 

    • Provide general office support services to help ensure the smooth functioning of UNU-IIGH;
    • Serve as focal point/liaison with the host for any repairs and maintenance works;
    • Act as an active member of the IIGH programme support team for operations and administrative coordination of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions; i.e workshops/conference logistics, board meetings, staff meetings etc.; and
    • Manage the Institute’s Internship & PhD Fellowship programme including promotions, issuance of contracts, payment of stipends, responding to queries, and maintaining and updating the database.
    2. Finance support
    • Perform daily finance related tasks with full compliance of processes and operational requirements with UN/UNU rules, regulations, policies and strategies in terms of asset management, travel and procurement:
      • Execute the role of asset management, travel and procurement focal point for the institute;
      • Be the Institute’s operator on T&E modules (or relevant system);
      • Serve as the Institute’s main focal point to designated travel agencies and service providers;
      • Ensure accurate, adequate and relevant documents to support all financial functions;
      • Ensure transactions (e.g. payment, receipting etc.) are processed as per UNU financial policy and procurements; and
      • file and archive supporting paperwork and documents.
    • Assist in the preparation and analysis of programme/project budgets proposals, interpretation of budget guidelines and monitoring of expenditures and allotments with approved budget; and
    • Support Asset Manager in all transactions related to the subject, such as but not limited to receipting, physical checks, asset registration and reconciliation.
    3. Perform any other duties as may be required by supervisor and director.

    Key performance indicators

    • Timely and quality delivery of operations and administrative services
    • Timely, complete and accurate financial transactions/activities/documentation
    • Timely and accurate advice on UN financial rules and regulations
    • Timely and regular monitoring of financial resources management system and timely expenditure of financial resources
    • Timely and accurate support to budget formulation and audits
    • Timely and high quality of reports and document archives
    • Timely and quality transaction and relationship with stakeholders such as government and donors
    • Prompt and effective resolution to institutes’ queries related to routine finance, procurement, mission travel and asset management
    • Timely and accurate execution of UNU system entries related to finance, travel, procurement and asset management

    Competencies

    Values:

    • Inclusion — take action to create an environment of dignity and respect for all, regardless of age, culture, disability, ethnicity, gender, gender identity, gender expression, geography, grade, language, nationality, racial identity, religion, sex, sex characteristics, sexual orientation, social origin or any other aspect of identity
    • Integrity — act ethically, demonstrating the standards of conduct of the United Nations and taking prompt action in case of witnessing unprofessional or unethical behaviour, or any other breach of UN standards
    • Humility — demonstrate self-awareness and willingness to learn from others
    • Humanity — act according to the purposes of the United Nations: peace, dignity and equality on a healthy planet

    Behaviours:

    • Connect and collaborate — build positive relationships with others to advance the work of the United Nations and work coherently as One UN
    • Analyse and plan — seek out and use data from a wide range of sources to understand problems, inform decision-making, propose evidence-based solutions and plan action
    • Deliver results with positive impact — hold oneself and others accountable for delivering results and making a positive difference to the people and causes that the United Nations serves
    • Learn and develop — pursue own learning and development and contribute to the learning and development of others
    • Adapt and innovate — demonstrate flexibility, agility and the ability to think and act in novel ways

    Qualifications

    • Post-secondary education / Diploma with specialization in administration, finance or human resources; OR a Bachelor’s degree in equivalent disciplines;
      • Post-secondary education / Diploma with 5 years of relevant working experience in programme support/administrative work is required; OR
      • Bachelor’s degree with 3 years of relevant working experience in programme support/administrative work is required
    • Experience in an international environment, academic/research institution or non-profit organization is desirable;
    • Knowledge of United Nations administrative processes and procedures is desirable;
    • High level of computer literacy including MS Office Software and Project Management Software. Knowledge in an Enterprise Resource Planning (ERP) system such as Peoplesoft Financials or any web-based management system is an asset;
    • Result -oriented and self-motivated, with the ability to prioritize work and multi-task;
    • Fluency in both oral and written English is required. Working knowledge of Bahasa Malaysia and/or any other United Nations official languages is an asset;
    • A self-starter who is able to multi-task and work under minimal supervision with high level of resilience;
    • Good team player with strong inter-personal skills demonstrated by the ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity

    Remuneration

    The successful candidate will be employed under an national PSA contract. UNU offers an attractive compensation package including an annual net salary in the range of Ringgit Malaysia 50,770 – 56,186, commensurate with the experience and qualifications of the candidate. Benefits include 30 days annual leave and a health insurance scheme.

    UNU is not liable for any taxes that may be levied on the remuneration you receive under this contract. Payment of any such taxes remains the sole responsibility of PSA holders.

    Duration of contract

    The duration of the initial contract is 1 year. This is Personnel Service Agreement (PSA) contract with UNU, with the possibility for renewal subject to requirements and satisfactory work performance. The combined duration on a PSA contract with UNU may not exceed six (6) years. The mandatory age of retirement for PSA holders is 65 years.

    Expected start date: 1 March 2022

    How to Apply:

    To apply to UNU, you will not need an account. Instead, we ask that you:

    • Apply via the apply link;
    • fill out the UNU P11 form (please avoid using similar forms provided by other United Nations organisations);
    • provide a motivation statement (in the P11 form); and
    • answer a few questions that are tailored to the position.

    You may wish to refer to the UN Values and Behaviours Framework for more information.

    Application Deadline: 13 Feb 2022

    Assessment

    Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview, background checks and references.

    Special notice

    National PSA only: UNU does not sponsor a working visa for this position.

    PSA holders do no hold international civil servant status nor are they considered a “staff member” as defined in the UN Staff Rules and Regulations.

    UNU is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities to apply and become part of the organization. Applications from developing countries, and from women are strongly encouraged. Eligible internal applicants are also encouraged to apply.

    UNU has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNU, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.

    Information about UNU rosters

    UNU 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 UNU.

    Scam warning

    UNU does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

    For more information, visit Operations & Programme Assistant, United Nations University, International Institute For Global Health, Kuala Lumpur (recruitee.com)