Background
The UN in Malaysia works closely with the Government of Malaysia and partners in support of the countryโs national development priorities.ย Through its individual agencies and specialised funds, the UN in Malaysia also supports coordination of national and international action to protect the rights and well-being of invisible and excluded communities, including refugees and migrants.
The UN House consists of different UN Agencies.ย They include United Nations Development Programme (UNDP); UN Resident Coordinator's Office (RCO), United Nations Population Fund (UNFPA); United Nations Childrenโs Fund (UNICEF); United Nations University (UNU); United Nations Conference on Trade and Development (UNCTAD) and United Nations Department of Safety and Security (UNDSS).ย All administrative matters is led by United Nations Development Programme (UNDP).ย
Under the overall guidance and supervision of the UNDP Operations Manager and Chair/Focal Point of the Common Premises Committee, the Administration Associate provides the overall management and execution of varied and inter-related upkeep and maintenance services to the UN Common Premises, ensuring high quality and accuracy of work. The Administration Associate promotes a client, quality, and results-oriented approach.
The Administration Associate supervises and leads Common Premises support staff.ย H/She works in close collaboration with the UN Common Premises Committee, UNDP Operations team, and other UN Agencies staff to resolve issues and ensure consistent service delivery.
Duties and Responsibilities
The incumbent is under the direct supervision of the Operations Manager in the UNDP Malaysia Country Office. The incumbent will be supervising the IT Associate and Front Office Support personnel under the Common Services Unit.
Ensures implementation of operational strategies, focusing on achievement of the following results:
Full compliance of administrative activities with UN rules, regulations, policies and strategies; Preparation of administrative team results-oriented work plans; Elaboration of proposals and implementation of cost saving, recycling and reduction; strategies for the UN Common Premises as a whole, in consultation with office management/UN Common Premises Committee.Ensures coordination of outsourced services, and support of effective and efficient office maintenance and upkeep, focusing on achievement of the following results:
Coordinates maintenance and upkeep of UN Common Premises including advising management on repairs, renovation and servicing of fixtures and equipment; Coordination of supplies required for maintenance of the building, in cooperation with UNDP Procurement Unit; Submission of information on administrative services provided for cost-recovery bills; Ensures effective supervision of maintenance and external vendors; Coordinates the security of the office premises in liaison with the security company providing guard services, in consultation with the UN Department of Safety and Security; Ensuring the optimum function of appliances and fixtures in the UN Common Premises; Liaison with building management on administrative matters and permits.Ensures proper management of common facilities, assets and office premises, focusing on achievement of the following results:
Maintenance of common facilities to ensure integrated activities on common services; Preparation of annual budget and financial reporting; Proper planning and tracking of common services budget and of Agencies contributions to the common services account; Coordination of assets management, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items, in consultation with UNDP Procurement Unit; Backstop IT Support to ensure continued IT services, as and when required. Ensure ERP system functionality is fully leveraged for business improvement and enhanced client services. Lead discussions with units to assess administrative workflows that can be transitioned into web-based solutions for greater efficiency and accountability. Guide the IT Associate in implementing practical, low-code/no-code solutions to support digitalization efforts. Maintain oversight of infrastructure reliability and ICT continuity, working with the IT Associate to monitor systems and escalate issues as required. Ensure the ICT Disaster Recovery Plan is regularly reviewed and updated, and that backup procedures are in place and functioning. Work with the IT Associate to identify and implement user-friendly applications that support content management, knowledge sharing, and remote collaboration.Support and Participate in the Operations Management Team (OMT) related activities:
Assist in the coordination of the Common Premises Sub-group; Contribute to achieving the OMT annual workplan.Support knowledge building and knowledge sharing, focusing on achievement of the following results:
Organization of training for staff on maintenance as and when required; Briefing to staff members on issues related to area of work; Sound contributions to knowledge networks and communities of practice.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. ย ย ย ย ย ย ย ย ย
Competencies
Core competencies
Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking Learn Continuously:ย LEVEL 2: Go outside comfort zone, learn from others and support their learning Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously Engage and Partner:ย LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision makingยPeople Managementย
UNDP People Management Competencies can be found in the dedicated site.
Cross-Functional & Technical competenciesย
2030 Agenda: People ย ย ย ย ย ย ย ย ย ย ย ย ย
Gender - UNDPโs Gender Equality Seal InitiativeยAdministration & Operations
Building, Facilities & Office Space Management - Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data Documents and records management - Overall document (hard or electronic) management; registry and retention policy including storing and archiving Inventory management - Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and aboveBusiness Direction & Strategyย ย ย ย ย ย ย ย ย ย ย
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 Negotiation and Influence - Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiate mutually acceptable solutions through compromise and create โwin-winโ situations.Business Managementย ย ย ย ย ย ย ย ย ย ย
Communication - 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. Ability to manage communications internally and externally, through media, social media and other appropriate channelRequired Skills and Experience
Education:
Secondary education is required. or University Degree in Business Administration, Public Administration, Management, Information Technology, Facilities Management, Logistics, Engineering or equivalent field will be given due consideration, but it is not a requirement Professional Certifications in Administration and/or Procurement are desirableExperience:
Minimum of 7 yearsโ (with secondary education) or 4 years (with bachelorโs degree) of progressively responsible experience in administration, facilitiesย Experience in the usage of computers and office software packages (MS Word, Excel, etc.).ย Experience in handling of web-based management systems. Experience in managing outsourced services, vendor coordination, and basic procurement is an asset. Experience in managing common premises operations, including budgeting, cost recovery, asset and inventory management. Experienced in coordinating outsourced service providers and building maintenance activities.ย Prior work experience within the UN system or international organizations is desirable. Experience in supervising personnel is desired Experience and knowledge of UN/UNDP administrative rules, regulations, and procedures or similar institutional frameworks.Languages
Fluency in written and oral English and Bahasa Malaysia is required.Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.ย
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ย
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
ย