Background

Building on a long history of effective collaboration, the United Nations Development Programme (UNDP) and the Government of Singapore (GoS) have initiated a new phase of partnership with UNDP’s Global Center that will promote innovation and technology for sustainable development.

The Centre hosts UNDP’s Anti-Corruption for Peaceful and Inclusive Societies (ACPIS) global project – currently a team of two UN staff, a Junior Professional Officer and knowledge management and research analyst.

Under the guidance and supervision of the Global Programme Advisor on Anti-Corruption, the Administrative Assistant provides support to ACPIS team, including office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The operational aspects of the Global Center (such as financial management, procurement, assets, audit, etc.) are supported by the UNDP Country Office, based in Kuala Lumpur (Malaysia) and the Bureau for Policy and Programme Support (BPPS) at UNDP’s New York headquarters while the Administrative Assistant is expected to handle small procurement cases, local purchases, filing of records, management of the corporate credit card, asset management, VAT/GST claims, etc. of the Center and that of ACPIS, as necessary. The incumbent will work closely with the operations teams at the Malaysia Country Office and New York HQ on operational matters. 

Duties and Responsibilities

Summary of Key Functions: 

  • Provide support on financial management;
  • Support in procurement and travel;
  • Provide support in human resources;
  • Provide support with office correspondence;
  • Support meeting management and logistics during events;
  • Support in effective and efficient functioning of the Centre;
  • Support in office maintenance and assets management;
  • Implementation of operational strategies.

 

Provide support in financial management focusing on the following:

  • Actively monitor and prepare all the invoices and supporting documents to be submitted to the Government of Singapore on a quarterly basis (in line with the agreement signed by the Singapore Government);
  • Processing of claims (for staff members & event attendees);
  • Preparation of the submission and follow up on VAT/GST-refunds;
  • Compilation and submission of corporate credit card statements;
  • Ensure timely payments of bills.

Provide support in procurement and travel:

  • In consultation with the policy specialist, UNDP Malaysia and UNDP BPPS, support to organization and documentation of procurement processes;
  • Screen applications for consultancies and internships, organize panel interview and follow up on documentation;
  • Keep track of contracts for consultants and ensure timely payment;
  • Coordinate visa application submissions and invitation letters;
  • Handle the submissions for work permits / diplomatic IDs;
  • Creation of e-requisitions in the corporate financial management system (ATLAS);
  • Arrange travel for staff members, secondees and consultants through the UNDP travel agent.

Provide support in human resources:

  • Keep comprehensive updated records on staff
  • Assist in following up that all staff complete mandatory courses
  • Assist on various human resources follow-ups with the staff and the unit

Provide support with office correspondence

  • Manage registry email and incoming phone calls under general office number;
  • Track and file incoming and outgoing mail'
  • Draft standard correspondence with GCPSE counterparts;
  • Support meeting management and logistics;
  • Manage front desk welcoming visitors and accepting deliveries during office hours;
  • Follow-up with participants, management of RSVPs and registration;
  • Events organized in-house and liaise with service providers to ensure smooth execution;
  • Events organized outside and assist in quality assurance;
  • Support administratively conferences, workshops and retreats;

Support in effective and efficient functioning of the Center:

  • Maintain both electronic and hard copy filing system ensuring safekeeping of confidential material;
  • Management of the Director’s schedules and appointments, mission approvals, security clearance, claims and other administrative issues.

Manage the office stationery supplies:

  • Support to office maintenance and assets management;
  • Maintain records on assets management and prepare relevant reports;
  • Provide support to maintenance of common premises and common services.

Implementation of operational strategies:

  • Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies as outlined in the Programme Operations and Policy Procedure (POPP);
  • Co-ordinate & arrange yearly security meeting and compile & circulate the meeting minutes (focal point function);
  • Ensure full compliance of standard operating procedures (SOPs).

 

Impact of Results:

The key results have an impact on the efficiency of the Global Centre. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development community at large.

Competencies

Corporate Competencies:

  • Demonstrates commitment to UNDP’s mission, vision and values;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Knowledge Management and Learning

  • Shares knowledge and experience;
  • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness:

  • Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported;
  • Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Good knowledge of administrative rules and regulations.

Self-Management:

  • Focuses on result for the client and responds positively to feedback;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Remains calm, in control and good humored even under pressure.

Required Skills and Experience

  • Bachelor’s Degree.

 

Experience:

  • Minimum of 5 years of relevant experience in operations or programme support;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
  • Experience in handling of web-based management systems;
  • Prior work experience in UNDP or the UN is an added advantage;
  • Experience with UNDP’s ATLAS system and its financial management module is an added advantage.

 

Work Permit:

Singapore citizens, Work Permit holders or permanent residents of Singapore.

 

Language:

Fluency in English.

 

How to Apply:

  • Kindly download the Letter of Confirmation of interest and availability, Financial Proposal Template, P11 form and General Terms & Conditions mentioned below;
  • Personal CV or a P11 Personal History Form, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
  • Read and agree to the General Terms & Conditions;
  • Click the ‘apply’icon and complete what is required;
  • Brief description why the you are the most suitable for the consultancy position;
  • Financial Proposal  that indicates the all-inclusive per day rate in SGD supported by a breakdown of costs.  The term "all inclusive" implies all cost (professional fees, living and transport allowances, insurance etc).
  • Scan all documents into 1 pdf folder and then upload;
  • For clarification question, please email to procurement.my@undp.org . The clarification question deadline is three (3) days before the closing. When emailing for clarification questions, please put "MyIC/2018/025 as the subject matter.
  • Incomplete applications will be excluded from further consideration.

 

Forms and General terms & conditions to be downloaded:

  • The UN Personal History Form (P11) is available at:http://www.my.undp.org/content/dam/malaysia/docs/Procurement/P11%20for%20SC%20&%20IC.doc?download 
  • The General Terms & Conditions for Individual contract is available at:http://www.my.undp.org/content/dam/malaysia/docs/Procurement/General%20Conditions%20of%20Contract%20for%20IC.pdf?download

 

Important Note:

  • This Consultancy position is only accepted online. Email submission is not valid;
  • Applicant must READ and ACCEPT the General Terms and Conditions;
  • The system DOES NOT accept multiple document upload. Please scan all the documents and save into one (1) PDF file and upload.

 

Criteria for Selection of the Best Offer:

The award of the contract will be made to the Individual Consultant who has obtained the highest Combined Score (interview = 70% plus financial proposal = 30%) and has accepted UNDP’s General Terms and Conditions. Only those applications which are responsive and compliant will be evaluated. The offers will be evaluated using the “Combined Scoring method” where:

The interview results including educational background (20%),  experience on similar assignments (40%) and have hands on experience in any ERP System (10%) will be weighted a max. of 70%; The price proposal will weigh as 30% of the total scoring.