UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
UNDP multi-country office in Malaysia, Singapore and Brunei Darussalam provides technical assistance, policy and
technical advisory services to the Governments of Malaysia, Singapore and Brunei Darussalam in their efforts towards
achieving 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 Country
Programme between Government of Malaysia and UNDP to support and contribute to the development priorities and
results 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 and
inclusivity; and advancing sustainability to achieve economic growth and transform Malaysia into a prosperous, inclusive
and sustainable country.
CO seeks to strengthen the overall management performance and oversight of the UNDP
Position Purpose
Under the direct supervision of the Management and Oversight Analyst, and overall guidance of the Resident
Representative, the Management Associate provides support to the leadership in the execution of oversight and
management performance, and supports the formulation, planning and management of the country programme and
operations by managing data and facilitating implementation of various initiatives and activities aiming to effectively
deliver development results. The Management Associate promotes a client-oriented approach consistent with UNDP
rules and regulations.
The Programme Associate works in close collaboration with the operations, programme and projects’ staff in the CO
and UNDP HQs as required for resolving complex programme and finance-related issues and exchange of information.
1. Support effective oversight on programme and project management, including planning, implementation, monitoring
and timely reporting.
2. Ensure data collection and support to analysis on key management aspects and processes
3. Provide risk management and financial management support
4. 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 project
design, 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 responsible
programme and operations teams.
Undertake quality assurance for projects’ annual procurement plan and monitor to ensure the implementation of
the 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 the
demand 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 and
strategic oversight of and support to Country Office financial sustainability, focusing on achievement of the
following 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 and
deficiencies in issues related to programme and operations;
Ensures regular data collection and review of the key management performance indicators; supports analysis of
trends and prepares consolidation information on trends that will provide management with appropriate analytical
tools to establish measurable performance actions by the Country Office;
Support in data collection and analysis and remedial actions related to programme finance and enterprise risk
management, in consultation with relevant programme and operations staff;
Review data on financial and management performance and support analysis on CO performance, including
verification of evidence documentation;
Provide support and facilitate reviews of project documents, work plans, budgets, and transactions, for assigned
offices and projects, as required by the supervisor.
Support in liasing with GSSC and other relevant units ensure effective oversight on CO transactions and
processes.
3. Provide risk management and financial management support
Assists in ensuring full compliance of programming initiatives and activities with corporate UNDP policies and
procedures, including accountability framework, internal control framework, Enterprise Risk Management, Social
and 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 quality
control of financial resources management performed by relevant personnel, flagging any deviations and
proposing corrective measures in line with UNDP FRRs.
Support in implementation of the partnership and resource mobilization action plans, including tracking and
reporting on mobilized resources by the Country Office, including timely recording of contributions and
reporting.
Review contribution agreements before signature by the CO management, and obtaining of clearances from HQ
if 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, results
data)
Work with the supervisor on audit or other assessment related activities to ensure that actions across various
audit-mandated and compliance tasks are completed in a timely manner; and
Review programme and project financial information and reports, including monitoring of CDRs and provide
suggestions of corrective actions and ensure implementation in line with POPP
Support quality review of HACT (Harmonized Approach to Cash Transfers) FACE Form submissions and other
required 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 issues
and 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 contract
management (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 sharing
Support the organization of training events on programme and operations, including technical inputs and support
to logistics;
Assists in organization and provision of training and learning activities for UNDP personnel on specific project
management 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, and
innovation and knowledge transfer in the country office, region and globally;
Provide contributions to knowledge networks and communities of practice.
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 resultsBusiness Management
Resources Management
Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrityBusiness 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 systemFinance
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 reportingEthics
UN policy knowledge - ethics
Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity
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 consideration
Certification in programme/project management (e.g., PRINCE, MSP, PMP, etc.) and/or accounting/audit areas
is desirable
Professional accounting qualifications from an internationally institute of accountancy will have a distinct
advantage.
Experience, Knowledge, and Skills
Minimum 6 years (with Secondary education) or 3 years (with Bachelor's degree) of progressively responsible
risk 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 of
spreadsheet and database packages, experience in handling web-based management systems.
Knowledge and experience of handling Enterprise Resources Planning platforms such as PeopleSoft is
desirable.
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 Reporting
Standards (IFRS), Finance Accounting and Management Accounting is desirable.
Fluency in English and National Language is required.
This vacancy is archived.