Administrative Assistant


Location : Global Center for Technology, Innovation and Sustainable Development, SINGAPORE
Application Deadline :25-May-19 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
15-May-2019
Duration of Initial Contract :6 months (May– December 2019)
Expected Duration of Assignment :6 months with possibility for extension

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 on Technology, Innovation and Sustainable Development (GCTISD).

The Centre is in start-up mode, and expects to be home to around ten staff and interns by 2020.

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. 

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,


Duties and Responsibilities

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 interviews; 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: liaise with service providers to ensure smooth execution
  • Events organized outside: 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, focusing on:
  • 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:

  • Bachelor's Degree or Diploma with 5 years relevant experience in Operations and/or programme support in lieu of Bachelor Degree;
  • 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 P11 form,  Letter of Confirmation of interest and availability and  General Terms and Conditions;
  • Complete the P11 and Letter of interest attached financial proposal (as per the requirements mentioned above);
  • Read and agree to the General Terms & Conditions;
  • Click the ‘apply’ icon and complete what is required;
  • 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/2019/017" as the subject matter.

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 Letter of Confirmation of Interest at: http://www.my.undp.org/content/dam/malaysia/docs/Procurement/Letter%20of%20Interest%20_Annex%201.docx?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 
  • The General Terms & Conditions for Reimbursement Loan Agreement is available at:http://www.my.undp.org/content/dam/malaysia/docs/Procurement/Reimbursable%20Loan%20Agreement%20_%20Terms%20&%20Conditions.pdf?download 

 

Documents to be included when submitting the proposals:

Interested individuals must submit the following documents/information to demonstrate their qualifications:

Technical proposal

  • Why are you the best candidate for the position;
  • Complete the Letter of interest; 
  • Complete P11 form with 3 referee's name and email address related to work;

 

Financial proposal

Specify a daily fee amount which is all inclusive and take into account various expenses the candidate expects to incur during the contract, including:

  • The daily professional fee; 
  • The cost of travel from the home to the duty station (Heng Mui Keng, Singapore) and vice versa;
  • Communications, utilities and consumables; tax and
  • Life, health and any other insurance.

 

Evaluation:

Individuals will be evaluated based on the following methodology:

Cumulative analysis

When using this weighted scoring method, the award of the contract should be made to the individuals whose offer has been evaluated and determined as:

a) responsive/compliant/acceptable, and

b) Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

* Technical Criteria weight; [70%]

* Financial Criteria weight; [30%]

UNDP applies a fair and transparent selection process that will take into account the competencies/skills of the applicants as well as their financial proposals. Qualified women and members of social minorities are encouraged to apply.

 


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.


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