Project Assistant

Location : Putrajaya, MALAYSIA
Application Deadline :24-May-19 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
Starting Date :
(date when the selected candidate is expected to start)
Duration of Initial Contract :264 days
Expected Duration of Assignment :1 Year (June 2019 to May 2020)


Under the direct supervision of the Governance and Institutional Reform Specialist and overall guidance of the Senior Management of the office, the Project Assistant provides programme support services to the Governance portfolio ensuring high quality, accuracy and consistency of work.

The Project Assistant works in close collaboration with the operations, programme and project staff in the CO and UNDP HQ as required to exchange information and support programme delivery.

The Project Assistant will backstop colleagues in the Programme Unit during temporary absences or according to exigencies of service.



To provide programme and administrative support to the Governance portfolio.

Duties and Responsibilities

Duties and Responsibilities:

1. Ensures effective support to the programme implementation, primarily in the areas of:

  • Providing daily support on timely execution of programme approved work plans;
  • Assisting in monitoring the progress throughout the programme;
  • Assisting the Programme Manager in coordinating the exchange of information among the programme partners;
  • Providing required support in organizing/conducting programme activities;
  • Provision of administrative services to meetings, seminars, workshops;
  • Efficient travel arrangements provided for the team as required, ensuring proper use of UNDP resources and client satisfaction;
  • Supporting other programme-related activities as required by the programme management.

2. Provides administrative support to the Governance portfolio focusing on achievement of the following results:

  • Undertake and support project implementation and procurement activities according to UNDP workflows including contracting consultants, institutional contracts and organization of workshops and travel, etc;
  • Maintenance of the internal expenditures control system including timely corrective actions on budget check errors, match exceptions, as well as cost-sharing deficit and PDR errors;
  • Creation of requisitions in Atlas for development projects, registration of goods receipt in Atlas;
  • Undertake budget checks for requisitions, POs and vouchers.


Expected Outputs and Deliverables

Satisfactory outputs based on activities listed under scope of work and submission of Timesheet. 


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, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

  • Ability to perform a variety of standard tasks related to Results Management, including screening and collecting of programme/ projects documentation, projects data entering, preparation of revisions, filing, provision of information.

Leadership and 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

  • Secondary Education or equivalent. Bachelor’s Degree in Business Administration, Public Administration, Economics, Political Sciences and/or Social Sciences or related field is desirable, but it is not a requirement.



  • Minimum 3-5 years for Secondary School, or 1 year for a Bachelor’s degree holder, of work experiences in or administrative work and/or logistics support;
  • Excellent organizational skill, service-mind, punctual, self-motivated, and proactive; experience in handling of web based management systems;
  • Experience in computer and  MS Office package, particularly proficiency in Excel;
  • Knowledge of UNDP procurement and financial rules and regulation is preferable;
  • Experience in the use of ATLAS (UNDP ERP system) is an added advantage.
  • Experience with the UN System and UNDP desirable.



  • Proficient in English and Bahasa Malaysia (spoken and written).


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 The clarification question deadline is three (3) days before the closing. When emailing for clarification questions, please put "MyIC/2019/026" as the subject matter.


Forms and General terms & conditions to be downloaded:

  • The UN Personal History Form (P11) is available at:
  • The Letter of Confirmation of Interest at:
  • The General Terms & Conditions for Individual contract is available at: 
  • The General Terms & Conditions for Reimbursement Loan Agreement is available at: 


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 and vice versa;
  • Communications, utilities and consumables; tax and
  • Life, health and any other insurance.



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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