UNDP Jobs - 48065- Project Assistant, Third National Communication an

Project Assistant, Third National Communication and Biennial Update Reporting project

Location :

Putrajaya/Kuala Lumpur, MALAYSIA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

01-Aug-14 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

One year, with possibility of renewal

Languages Required :

English

Expected Duration of Assignment :

3.5 years

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.

Background

he Project would like to contract a suitably qualified Malaysian to fill the post of Project Assistant.

How to Apply
Please follow the application instructions below (bearing in mind to upload the P-11 form instead of your CV/resume). APPLICATIONS WITHOUT THE FULLY COMPLETED P-11 FORM WILL NOT BE CONSIDERED.
1) Please click on the "Apply now" button.
2) Input your information in the appropriate Sections : personal information, language proficiency, education, resume and motivation. You can type in, or paste your Resume into the last box.
3) Upon completion of the first page, please hit "submit application" tab at the end of the page.
4) On the next page, you will be asked to upload your Resume. Instead of uploading your Resume, please submit a fully completed and signed (if possible) UNDP Personal History Form (P-11) which can be downloaded at http://www.undp.org.my/page.php?pid=9&menu=sub&title=Join_Us. Please take note that the system accepts only one document.
When completing the Form and, even though not currently requested, please include names and email addresses for your Supervisors. Without the completed and signed P11, your application will not be considered.
5) Only short-listed candidates will be contacted and please ensure that copies of your educational qualifications are available when contacted.
6) Only applications received on the website with the completed P-11 will be considered for this position.

Whilst we appreciate the individual effort put into your application, only short listed candidates will be notified.

Duties and Responsibilities

Under the guidance, and supervision, of the National Project Manager and the UNDP Programme Manager, the Project Assistant provides analytical and administrative support to the TNC/BUR project office based in MNRE, Putrajaya. The person is expected to perform a variety of standard administrative processes including reviewing and preparing financial reports and documents, hence, ensuring the high quality and accuracy of work. The Project Assistant promotes a client quality and results-oriented approach.

The Project Assistant works in close collaboration with the National Project Manager, Finance Assistant, the Communication Assistant, the National Project Director (NPD) and the UNDP Programme Manager. The person will also liaise with partners, stakeholders and counterparts within the PWD, private sector and UNDP’s office in ensuring efficient project performance as per the stipulated projects activities in the project document.

Summary of Key Functions:
• Implementation of operational strategies
• Implementation of effective and efficient functioning of the project office
• Implementation of administrative, financial and logistical services
• Support to office maintenance and assets management
• Support to knowledge building and knowledge sharing

1. Ensures Implementation of operational strategies, focusing on achievement of the following results:
• Compliance of administrative activities with UNDP/government rules, regulations, policies and strategies;
• Provision of inputs to project’s administrative business processes and mapping and implementation of the internal standard operating procedures (SOPs)
• Provision of inputs to preparation of project team results-oriented workplans
• Provides support for the monitoring and evaluation activities as stipulated in the project documents

2. Ensures effective and efficient functioning of the project, focusing on achievement of the following results:
• Develop and review schedules of project activities and to coordinate these activities with consultation with NPM and component managers
• Assist NPM in preparation with /and coordinate documentation of APR/PIR/QOR /MYPR or any other documents related to the project monitoring and evaluation needed
• Provide support to the NPM in drafting of power point presentation, minutes taking, briefing notes and any related documents for the purpose of efficient running of the project
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
• Assist in organizing workshops, seminars or events which are part of the project.

3. Ensures effective administrative and procurement support, focusing on achievements of the following results:
• Provide secretariat support to component activities
• Assist in procurement process including preparation of bidding/tender documents as per UNDP/government guidelines
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents for consultants, suppliers related to the project;
• Provide logistical support to the project team including vehicle transportation
• Administrative support to conferences, workshops, retreats;
• Maintenance of the filing system ensuring safekeeping of confidential materials;
• Research and retrieval of qualitative and quantitative data from internal and external sources; preparation of statistical charts, tables and reports under guidance from NPM;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to NPM;
• Assistance in the preparation of budget, provision of information for NIM audit with support from the finance officer.
• Finalize and review budget revision and preparation of AWP with support from the finance Officer for the submission to the NPM
• Assist with financial compliance, financial reports, face forms and budgets as determined by the NPM

4. Provides support to office maintenance and assets management, focusing on achievement of the following results:
• Develop and maintain records of assets and preparation of reports on assets acquired by the project
• Develop and maintain a general filing and records system relevant to the project
• Maintenance of records on assets management, preparation of reports;
• Maintenance of files and records relevant to project office and asset maintenance;
• Provision of support to maintenance of common premises and common services.
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;

5. Support knowledge building and knowledge sharing in the project, focusing on achievements of the following results :
• Participation in the training of project staff and /or any staff members from the government
• Provide support to the Communications Officer in reviewing all website content to be uploaded related to the project
• Provide support to the Communications Officer in coordinating knowledge building and knowledge sharing between the different components of the project
• Prepare and coordinate knowledge products and lesson learns report

Impact of Results
The key results have an impact on the efficiency of the project. Accurate presentation of information strengthens the capacity of the project and promotes the image of the project as an effective contributor to the development of green growth of the country.

Competencies

Corporate Competencies:
• Demonstrates integrity by modelling the UN’s values and ethical standards (human rights, peace, understanding between peoples and nations, tolerance, integrity, respect, results orientation (UNDP core ethics) impartiality
• Promotes the vision, mission, and strategic goals of UNDP
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Treats all people fairly without favouritism

Functional Competencies:
• Highly developed project assistance skills
• Strong coordination and multitasking skills
• Computer literate; must be able to use the Internet and word processors effectively
• Identifies priority activities and assignments
• Teamwork - excellent interpersonal, organizational and management skills and ability to work within multi-disciplinary teams

Development and Operational Effectiveness:
• Able to manage complex problems proactively and effectively
• Ability to operate effectively in a changing and complex environment, and to produce results under stress
• Consistently approach work with energy and a positive, constructive attitude
• Proven organizational and communication skills
• Demonstrate strong oral and written communication skills
• Demonstrate openness to change and ability to manage complexities

Required Skills and Experience

Education:
Minimum qualification is degree in Environmental Science, Science, Engineering, or related discipline.

Experience:
• At least 2 years of experience
• Experience in project management is an advantage
• Experience in conducting climate change research (energy/forestry/agriculture/transport/water sector) including report writing is preferred
• Exposure to financial management is an advantage

Language Requirements:
Fluency in English and Bahasa Malaysia

Application Information:
All applications must include (as an attachment) the completed UNDP Personal History form (P-11) which can be downloaded from http://www.undp.org.my/page.php?pid=9&menu=sub&title=Join_Us.
Kindly note that the system will allow only one attachment. Applications without the completed UNDP P-11 form will be treated as incomplete and will not be considered for further assessment.