Job Title : Administrative Assistant GS4
Location : Kuala Lumpur
Company : United Nations University
Salary :
Open Date : 2023-05-04
Close Date : 2023-09-04

Job description 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 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.

The current work of the Institute includes conducting research, promoting policy change and facilitating policy implementation around a number of global health topics, including gender and health; maternal, sexual and reproductive health; decolonisation and global health governance; health systems policy; implementation research in health; digital health; communicable disease control; the commercial determinants of child health; and health equity.

As a neutral convener, and 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 the exchange of knowledge and tools for policy influence and consensus-building.

We are looking for outstanding individuals with a strong commitment to clear communication and the potential to bring a significant contribution to increasing the visibility of UNU-IIGH’s brand and communications outputs.

Responsibilities

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

1. Provide general office support services to ensure smooth functioning of UNU-IIGH

• Performs a variety of administrative duties, including preparing and/or processing of administrative requests/documents;
• Assist with meeting room reservation and set-up, and supports the catering of meetings and events;
• Monitor door access and CCTV activity, reporting on malfunctions or irregularities;
• Assist personnel with basic office function or daily logistical support to facilitate office functions i.e copier, stationeries, etc
• Any other administrative support duties as assigned by the supervisor

2. ICT operational support (work together with C3)

• Provide basic technical support on relevant hardware and software systems application for end-users;
• Administration of users’ account in active directory and user’s mailboxes in Office 365;
• Assist in the development of software and hardware specifications;
• Assist in troubleshooting and monitoring of network problems;
• Response to user needs and questions regarding network access; and
• Assist in implementing IT related security measures as per C3’s guideline.

3. Provides Accounts Payable support to the Finance Unit

• Supports full compliance with UN/UNU rules and regulations of financial processes, financial records and reports;
• Ensures proper control of the supporting documents for payments and financial reports, preparation of all types of vouches, and payment execution;
• Assist in maintaining internal expenditures control system – ensure vouchers processed are match and completed, transactions are correctly recorded and posted in QUANTUM ERP; and
• Assist in travel administration for the institute such as Travel Plan, Travel Request and Travel Claim;

4. Procurement and Asset Management

• Provide support in the process of acquiring goods and services for UNU-IIGH by liaising with requestors and vendors;
• Assist the asset manager in the preparation of yearly procurement plan;
• Organise RFQ, ITBs and RFPs, obtain quotations, proposals or bids;
• Assist in handling contract negotiations and vendor performance evaluations;
• Handle tagging or assets immediately upon receipt, issuance of PPR, update asset information into AM module; and
• Assist asset manager in cases of disposal, transfer etc in CRR form.

5. Performs other duties as assigned by the supervisor.

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

• Secondary education or a first level degree from a recognized university in business administration or related disciplines;

• At least two (2) years of relevant work experience in programme support/administrative work is required;
• Working knowledge and experience in the use of MS Office such as Excel, and Word and basic ICT knowledge is required;
• Ability to work under minimal supervision and with high level of resilience;
• Knowledge of United Nations administrative processes and procedures is desirable;
• Strong ability to establish priorities, multitask, and work within tight timelines;
• Excellent team player with strong interpersonal skills demonstrated by the ability to work in a multicultural, multi-ethnic environment with sensitivity and respect for diversity;
• Experience in the handling of Enterprise Resource Planning (ERP) systems or other web-based management systems is considered an asset;
• 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;
• 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; and
• Knowledge of UN systems is an advantage.

Remuneration

The successful candidate will be employed under a national PSA contract. UNU offers an attractive compensation package including an annual net salary of Ringgit Malaysia 44,010, 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: As soon as possible

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: 17 May 2023

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.

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