Hardship Level (not applicable for home-based)A (least hardship)
Family Type (not applicable for home-based)
Family
Staff Member / Affiliate TypeUNOPS LICA4
Target Start Date2025-07-01
Deadline for ApplicationsJuly 2, 2025
Terms of Reference1.General Background
The UNHCR Private Sector Partnership (PSP) launched Private Sector fundraising activities in Malaysia in 2017. The development of this market will support the global organization in expanding its supporter base and building stable and predictable income stream from the private sector within Malaysia.
Ultimately, UNHCR Malaysia can provide even more support to refugees and other persons of concern.
As in other markets PSP operates in, a PSP goal in Malaysia is to establish a sustainable source of funding through monthly donors to be recruited via Face-to-Face (F2F) and later in 2018 the acquisition channel expanded into others i.e. digital, telemarketing, etc. UNHCR operations in Malaysia, currently benefiting 198,000 refugees and other persons of concern, provides an excellent operational context to present UNHCR to the public in a compelling manner and seek financial support from individual donors in support of UNHCR programs in Malaysia and worldwide. PSP activities in collaboration with other units also contribute to raise UNHCR brand awareness and improve public perceptions on refugees.
UNHCR is now looking for a highly motivated and self-driven PSP Assistant to support day to day data reporting, donor inquiry and clerk/administrative work, the incumbent will assist PSP officer on the PSP administrative i.e. Purchase Order process, invoices, etc.
2.Purpose and Scope of Assignment
-Assist to prepare the Financial transactions are processed in line with relevant policies and procedures.
-Assist to prepare the budget and accounting data by checking files, calculating expenditure and estimating projections.
-Assist to issue PO and non-PO vouchers including monthly salaries of UNHCR staff, daily subsistence allowance to staff going on official missions, cost of air-tickets, requisitions of goods and services based on agreements with the suppliers, office running common cost, rental and salary advances, lease agreements of UNHCR offices, etc.
-Assist to prepare the payment request memo for procurement and service payments.
-Assist the supervisor to monitor and record expenditure/disbursement of funds.
-Assist to process on-line bank transfers ensuring that bank accounts of staff and suppliers are complete.
-Assist colleagues to prepare and drafting of procurement documents, including making quotations (RFQ)and invitation for tender (RFP); Assist to follow-up of relevant procedures and correspondence.
-Assist to prepare and maintain efficient and timely archiving system of physical and electronic files to ensure that all documents are accounted for.
-Assist the management of petty cash flow
-Assist to arrange appointments/meetings both internal and external.
-Assist to organize the receive, review, sort and distribute all incoming and outgoing correspondence, office pouch and material, highlight priority items and attach necessary background information. Maintain a follow up system.
-Support to facilitate implementation of Personnel administrative formalities and processing of documents in relation to official travels, leaves and movements of staff. Support staff members with processing personnel-related documentation.
-Assist to maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all admin procurements and disposal of UNHCR property are done and recorded accurately.
-Following instructions from the supervisor make logistic and administrative arrangements for seminars, workshops, and briefings that may be required by the Office/Division.
-Assist to monitor office/compound facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all time.
-Perform other related duties as required.
-Act as Human Resources focal point for PSP Malaysia
-Any other responsibilities as delegated by the supervisor(s);
3. Monitoring and Progress Controls
• Supervision by PSP Officer
• Weekly work report to supervisor
• Mid-year and year-end evaluations
4. Qualifications and Experience
a. Education
• Completion of Secondary Education, or University level education in communication, marketing or other related fields
b. Work Experience
• Minimum 1 year for High School Diploma and zero year for BA or higher in customer services or individual donor or digital agency services is an asset.
c. Key Competencies
- Ability to manage a complex and diverse workload and to work to tight deadlines
- Ability to work independently without direct supervision
- Excellent experience of computerized accounts packages, Excel, PowerPoint and Word
- Well-articulated, good communicator at ease with persons of different cultural/educational backgrounds.
- Knowledge of refugee issues and of UNHCR or another human rights-oriented agency an asset.
- Knowledge of other UN languages eg. Mandarin an asset, as well as Cantonese
- Excellent knowledge of English and Bahasa Malaysia in written, oral, comprehension
- Good knowledge of UNHCR Admin and Financial rules, procedures and processes will be an asset
- Good analytical skills, familiar with Excel, able to interpret and act on performance reports.
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Skills
Education
Certifications
Work Experience
Other informationThis position doesn't require a functional clearance
RemoteNo