Hardship Level (not applicable for home-based)A (least hardship)
Family Type (not applicable for home-based)
Family
Staff Member / Affiliate TypeUNOPS LICA8
Target Start Date2023-08-01
Job Posting End DateJuly 3, 2023
Terms of Reference1. General Background
There are currently some 185,000 refugees and asylum-seekers registered with UNHCR in Malaysia. Malaysia is not a state party to the 1951 Refugee Convention and its Protocol and does not have yet an asylum system in place to regulate the status and the rights of refugees. In the absence of an asylum system, UNHCR conducts all activities related to the registration, documentation, and status determination of refugees. UNHCR cooperates with the Malaysian Government in managing refugee protection, such as prevention of arrest and detention and strengthening self-reliance, including through access to legal work. UNHCR works closely with partners, including civil society, the private sector, and refugees, to provide humanitarian support for refugees through education and healthcare. Other areas of strategic engagement include building the capacity of national counterparts on asylum and refugee matters, supporting the decentralization of UNHCR services closer to where refugees and asylum-seekers live, strengthening the network of partners and enhancing their management and operational capacity. As an organization almost entirely dependent on voluntary contributions, UNHCR continues to seek new ways of increasing funding levels and finding new sources of financing, with a view to broadening its donor base and reducing funding gaps to support its programmes and interventions in Malaysia.
In this context, under the overall guidance of the Representative and direct supervision of the Snr. Programme Officer and in close coordination with the Donor Relations and Private Sector Partnerships (PSP) team in the Regional Bureau, and other relevant members of the UNHCR Team in Malaysia, the incumbent will support Donor Relations and Contribution Management activities for the operation by:
a) assisting in drafting and/or consolidating funding submissions (narrative and financial) b) monitoring the progress in implementation of donor funded activities as well as preparing and consolidating ad-hoc, progress and / or final reports (log-frame, narrative and financial) and c) preparing donor contributions revision requests when needed.
The incumbent in her / his area of responsibility will actively contribute to the yearly / multi-year planning activities, as well as to any statutory reports (mid-year, year-end). The incumbent will keep track of the earmarked contributions received by the operation, the level of earmarking, and assist in analysing the donors’ agreements and requirements associated with the contributions (e.g.: reporting requirements, visibility, and other relevant conditions). As needed, the incumbent will prepare briefing notes on the status of donor contributions and will coordinate with relevant UNHCR units and /or teams to ensure that donors requirements are adhered to. She/he will utilise the various UNHCR corporate tools (such as MSRP, COMPASS, Dashboards etc.) made available to monitor the progress against set indicators and utilisation of the budget. The incumbent will alert the relevant staff when donor deadlines are approaching (e.g., for submissions or reports) and will work in collaboration with different teams within UNHCR Malaysia, through a multi-functional team approach to prepare relevant documents. If required, the incumbent may have interactions with Partners. The incumbent will assist in setting up and maintaining a filing / record system pertaining to the management of donors’ contributions, in line with the policy / requirements for managing such records. The incumbent will be flexible in supporting the Programme Unit when needed, and to take other tasks, as required.
In particular, the incumbent will have the following desirable qualifications:
• Excellent drafting and writing skills in both English and Bahasa and an ability to edit a document at short notice.
• Experience in and knowledge of Results Based Management (RBM) in UNHCR. Exposure/ knowledge of UNHCR Result Framework and tools [ FOCUS, COMPASS] is an asset.
• Working knowledge of an Enterprise Resource Planning (ERP) (e.g., MSRP). Understanding of UNHCR / UN financial rules is an asset.
• Computer skills including advanced Excel skills.
• Excellent analytical, and communication skills.
• Excellent planning and organisation skills.
• Ability to meet strict deadlines and organise and manage large amounts of data.
• Ability and willingness to undertake missions, as part of a multi-functional team, on project sites as needed.
• Team spirit, an ability to work independently whilst being able to guide other members of UNHCR Malaysia as relevant and needed.
• Flexibility to adjust to emerging needs as needed.
• Excellent interpersonal skills.
• Field of education in Business administration, International Relations, Social Science, Public Policy, Political Science, Communication, Journalism; or another relevant field.
2. Organizational Setting and Work Relationships
General guidance and support are received from the Senior Programme Officer. Guidance may also be given by the various specialised units in the office.
Within UNHCR: Close contacts with sections to gather and analyse information.
With EXTERNAL Parties: implementing partners and UN agencies to gather analyse and disseminate information about UNHCR activity information.
Impact of Work: Accurate and well-presented information will promote UNHCR action for refugees, contribute to good decision making, and help for fund raising. Errors can lead to inappropriate action, and impact negatively on UNHCR’s image and affect funding raising efforts.
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity and respect for diversity.
3. Purpose and Scope of Assignment
Duties and responsibilities:
• Keep abreast with developments in the area of responsibility to prepare appropriate briefings and reports.
• Assist in collecting and drafting the required information for the production and dissemination of regular updates for internal and/or external distribution.
• Assist in organising donor briefings and the coordination of inter-agency meetings.
• Assist in maintaining working relationships with the Government, NGOs, and UN agencies.
• Draft and disseminate minutes of the meetings that are held periodically in the duty station.
• Accompany visitors and colleagues on monitoring missions to refugee sites giving appropriate briefing, commentaries and prepare briefing material for visitors.
• Draft updates, donor reports, background notes, briefing notes, press reports, etc.
• Produce reports on UNHCR activities.
• Liaise with external partners on behalf of UNHCR.
• Perform other related duties as required.
4. Monitoring and Progress Controls
Through Performance Evaluation – Mid Term and Final evaluations
5. Qualifications and Experience
A. Education
1-year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree.
Certificates and/or Licenses: HCR Learning Program
B. Work Experience
Essentials
1-year relevant work experience.
Desirable
Not specified
Functional Skills
IT-Computer Literacy
UN-UNHCR Operations, mandate, principles and policies
C. Key Competencies
Core Competencies
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation
Managerial Competencies
Not applicable
Cross-Functional Competencies
Analytical Thinking
Planning and Organizing
Political Awareness
Additional Information:
This position is offered under UNOPS Local ICA contract until 31/12/2022 with the possibility of extension.
The position requires fluency in English and Malay languages.
Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19.
Only short-listed candidates will be notified. The recruitment process might include a written test and/or oral interview for this job opening. No late applications will be accepted. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).
UNHCR does not sponsor work visa or work permit and applicant who is not Malaysian national should already have their status confirmed that they are able to secure a work visa at the time of the application.
Remuneration:
A competitive compensation and benefits package is offered. The monthly net salary is between MYR 8,665.25 and MYR 10,928.17 depending on relevant experience.
,Malay
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Skills
EducationBachelor of Arts (BA): Communication (Required), Bachelor of Arts (BA): Journalism (Required)
CertificationsHCR Learning Program - UNHCR
Work Experience
Other informationThis position doesn't require a functional clearance