Background 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.
Nature, Climate and Energy (NCE) is the biggest programme portfolio for UNDP Malaysia Country Office (CO) ranges from biodiversity and ecosystems, climate change, energy, environmental management, ozone protection, green commodities, natural resource management and waste management. Currently, the programme implementation is funded from various resources including the Global Environment Facility. The portfolio remains one of the important programme areas in the Country Programme Document period from 2022 – 2025 with a shift towards diversification of funding and efforts to operationalize new financial instruments.
b. Provides effective administrative and logistic support services focusing to the achievement of the unit’s programmatic results including gender mainstreaming:
Support the preparation of the unit’s calendar detailed with regular project meetings, and monthly and/or quarterly project coordination meetings with project teams; Assist in arranging appointments, organizing meetings, events, taking minutes of meetings and drafting correspondence as necessary; Ensure the unit’s online SharePoint is regularly updated and document archive policy is adhered to; Ensure efficient travel arrangements are made for the unit as required; Perform logistical arrangements for portfolio/project events (such as project related meetings, conferences, workshops, donor meetings, programme visits, training, etc.) while ensuring compliance with UNDP Programme and Operations Policies and Procedures (POPP); Maintains the inventory of project assets/equipment and project correspondence and files; Any other duties relevant to achieving the unit’s key programmatic results.c. Provides effective procurement and contract management support focusing to the achievement of annual delivery target of the unit:
Assist in the preparation of portfolio and project annual procurement plans; Create e-requisitions, check budget for accuracy, and do receipts for payments, in particular, project directly implemented by UNDP; Support procurement and contracting processes (Individual Consultants, services and goods); Support documentation for Contract Assets Procurement (CAP) meetings and Regional Asset Contract Procurement submission; Record, monitor and track all contracts (Individual Contract, Contract for Goods / Services), responsible party agreements and letter of agreements with government partners awarded or signed to ensure timely submission and acceptance of outputs/deliverables and timely processing of payments to contractors / vendors as per contracts; Support timely closure of Purchase Orders in coordination with the Procurement Unit.d. Ensures knowledge building and knowledge sharing, focusing on the following results:
Ensure facilitation of knowledge building and knowledge sharing and provide guidance to relevant partners and stakeholders on financial and administrative matters. Support the organization or conduct of training on administrative, financial and/or procurement & contract management processes and procedures. Document lessons learned and best practices in project administration, financial and/or procurement & contract management.
Institutional Arrangement
Under the overall guidance of the Programme Specialist, Nature, Climate and Energy, the incumbent works closely with and reports to the Programme Associate, Nature, Climate and Energy Unit in UNDP Multi-Country Office (CO) in Malaysia, Singapore and Brunei Darussalam. The Project Management Associate provides administrative, logistic and procurement & contract management support to ensure high quality of work with accurate, timely and properly recorded/documented service delivery in accordance with the UNDP’s policy and procedures.
The Project Management Associate works in close collaboration with the Management & Oversight, Operations, Programme units and project staff in the Country Office as required to exchange information and support programme delivery. 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
Business management
Project management - Ability to plan, organise, prioritise and control resources, procedures and protocols to achieve specific goals
Business management
Communication - Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
Business development
Knowledge facilitation - Ability to animate individuals and communities of contributors to participate and share, particularly externally
Administration & Operations
Documents and records management - Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Finance
Budget Management - Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
Procurement
Contract Management - Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Procurement
Data Management - Knowledge of processing, storing, and validating procurement data
Required Skills and Experience Education:
This vacancy is archived.