Mission and objectivesUNFPA is the United Nations sexual and reproductive health agency. Our mission is to deliver a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. We promote gender equality and empower women, girls and young people to take control of their bodies and their futures. We work with partners in more than 150 countries to provide access to a wide range of sexual and reproductive health services, with the goal of ending unmet need for family planning, preventable maternal death and gender-based violence and harmful practices including child marriage female genital mutilation by 2030. Our moto is \"Ensuring rights and choices for all\"
ContextThe United Nations Population Fund (UNFPA) delivers a world where every pregnancy is wanted, every birth is safe, and every young person's potential is fulfilled. UNFPA鈥檚 office in Malaysia is compiled by a diverse, dynamic and talented workforce accompanying Malaysia in its socio-economic development as its reference partner of choice with the overall commitment to advance equity, accountability and quality in all spheres of decision-making, affecting the lives and potential of the Malaysian population, with women, youth, and the elderly as our main actors and beneficiaries of our interventions. UNFPA鈥檚 programmatic mission is to engage in responsible and high-quality policy platforms for populations to fulfill their potential and possibilities in a fast-changing middle-income context. UNFPA provides a work environment that reflects the values of gender equality, teamwork, embracing diversity in all its forms, integrity, and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women and men equally. UNFPA promotes equal opportunities for all.
Task DescriptionYou support the effective management of UNFPA Operational and Finance activities in the areas of population and development, reproductive health, and gender. You will demonstrate a client-oriented, results-focused approach to interpreting UNFPA rules, procedures, and guidelines in relation to HR, procurement, administration, and finance, while providing support to the Country Office (CO) and UNFPA-supported projects/initiatives. You will support programme/project staff to maximise the impact in delivering UNFPA鈥檚 programmes/projects. Under the direct supervision of the Programme Associate, the UNV will undertake the following tasks: 1. Financial Management: 路 Ensure adherence to UNFPA financial rules and propose procedures for internal control improvements. 路 Assist in managing the CO budget, including formulation, controlling allotments, monitoring expenditures, and preparing revisions as necessary. 路 Support the monitoring of program financial performance, providing relevant financial information and analysis. 路 Ensure all financial documentation is properly filed and archived (digitally and physically) in Google Docs and AODOCs. 2. HR Coordination: 路 Support recruitment and onboarding of UNFPA Personnel, including filing of HR documents, creation of checklists, and scheduling interviews. 路 Maintain an up-to-date record of personnel, timesheets, and consultant deliverables. 路 Preparation of Confirmation of Payments and manage UN personnels for any HR Related task. 3. Procurement Operations: 路 Assist in procurement processes, including preparing RFQs, supporting vendor selection, creating e-requisitions, and following up on deliveries and invoices. 路 Support inventory and asset management, including physical verification, tagging, and record maintenance. 路 Maintain vendor and procurement documentation in accordance with UNFPA procurement guidelines. 4. Administrative Oversight: 路 Support maintenance of premises and liaise with Common Services and building management as required. 路 Manage general office supplies, monitor stocks, and coordinate procurement of admin-related items. . Coordinate IT support services and helpdesk follow-ups in collaboration with UNDP. . Support UN Personnels in the preparation of Reimbursement and F10 Claims. 5. Logistical Support: 路 Provide logistical support for event management organised by UNFPA Country office. 路 Provide Logistical support for travel-related: Travel Profile, Travel Arrangements, Land Transport, DSA, and Liaising with Travel Agents for the purchase of Tickets. 6. System Implementation: 路 Implement corporate systems and applications supporting finance, HR management, and CO operations. 路 Develop procedures for the effective management of UNFPA resources using these systems. 7. General Support: 路 Provide support for security-related coordination and record-keeping, including maintaining updated contact lists, administrative trackers, and assisting in preparing periodic reporting. 路 Perform any other duties as assigned by the supervisor to ensure the smooth operations of the office. Furthermore, UN Volunteers are required to: 路 Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and taking active part in UNV activities (for instance, in events that mark International Volunteer Day); 路 Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; 路 Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities; 路 Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc. 路 Assist with the UNV Buddy Programme for newly-arrived UN Personnel; 路 Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible. Results/expected outputs: As an active UNFPA team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNFPA and its beneficiaries in the accomplishment of her/his functions, including: Timely and accurate financial processing: Payments, requisitions, and financial reports are processed in compliance with UNFPA rules, with zero audit issues and minimal errors. Efficient procurement and asset support: Procurement actions are documented and tracked efficiently, vendors are properly registered and engaged, and asset inventory is accurate and updated. Seamless operational support: Office events, travel arrangements, and logistics are planned and executed without delays or disruptions, ensuring smooth programme implementation. Organized and compliant documentation: All financial, procurement, and HR records are properly maintained (both digital and physical), ensuring accessibility and audit-readiness. Responsive and client-oriented service: Timely response to requests from colleagues, vendors, and partners, with a professional and helpful attitude contributing to a positive office culture. Contributions to team efficiency: Actively participates in improving operational workflows, reducing turnaround time, and maintaining high-quality administrative support to the country office.
Competencies and values路 Integrity and professionalism: demonstrated expertise in area of specialty and ability to apply good judgment; high degree of autonomy, personal initiative and ability to take ownership; willingness to accept wide responsibilities and ability to work independently under established procedures in a politically sensitive environment, while exercising discretion, impartiality and neutrality; ability to manage information objectively, accurately and confidentially; responsive and client-oriented. 路 Accountability: mature and responsible; ability to operate in compliance with organizational rules and regulations. 路 Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in the area of expertise; ability to adapt to changes in work environment. 路 Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities. 路 Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender. 路 Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; ability to maintain composure and remain helpful towards the staff, but objective, without showing personal interest; capacity to transfer information and knowledge to a wide range of different target groups. 路 Flexibility, adaptability, and ability and willingness to operate independently in austere, remote, and potentially hazardous environments for protracted periods, involving physical hardship and little comfort, and including possible extensive travel within the area of operations; willingness to transfer to other duty stations within the area of operations as may be necessary. 路 Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity, and self-reliance; and commitment towards the UN core values.
Living conditions and remarksMalaysia is an upper-middle-income country, a multi-ethnic and multi-religious country in Southeast Asia. Malaysia's population is a mix of three major ethnic groups (Malays, Chinese, and Indians), each with its own heritage, culture, and tradition. Spoken languages are Malay (official), English, Tamil, and Chinese (Cantonese). English is taught as a second language in schools and is mandatory; hence, English is frequently used by the population. Malaysia's official religion is Islam, with a majority of the population (Malays, mostly) practicing the religion, followed by other religions such as Buddhism, Hinduism, Christianity, and others. The UN office is located in Putrajaya, which is approximately 40 kilometres away from the capital city, Kuala Lumpur. Putrajaya is a planned city that functions as the administrative capital and the judicial capital of Malaysia. Both Kuala Lumpur and Putrajaya are well-developed urban cities, making it easy to access accommodations, transportation, and facilities. The accommodation facilities are, in general, good with a range of choices, with easy access to the UN office. It is possible to rent unfurnished and furnished accommodations from 800 to 3000 MYR, depending on the areas in KL and Putrajaya. Transportation in Kuala Lumpur is diverse and efficient, offering an extensive network of buses, light rail commuter trains, and metered taxis; however, transportation in Putrajaya is only limited to public buses and taxis. Another popular transportation mode in both cities is by using Grab, similar to metered taxis but uses personal cars instead. You can install the Grab application on your phone and use the service anywhere in Malaysia. As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.