Historique

The Malaysia Country Office supports UNDP and various UN entities on admin and protocol related matters. With the expansion of services and personnel,  we are seeking additional administrative support personnel to assist with various administrative functions.

Devoirs et responsabilités

Reporting to the Administrative Associate, the incumbent will provide administrative support for the successful and smoothness of the processes and will be expected to perform a variety of duties and functions, including the following:

Administrative Support:

1. Support the processing of all protocol request including visas, identity cards, personal effects, vehicle, liquors and other documents in accordance with requirements of the United Nations and National governments (Ministry of Foreign Affairs, Immigration, Road Transport Department and Custom Department.);
2. Preparation of routine correspondence, memoranda and reports in accordance with Country Office SOP;
3. Maintenance of office files and records;
4. Receiving, inspecting and verification of all incoming equipment, furniture and supplies;
5. Maintain and update assets and inventory records and related processes;
6. Assist in market survey and information collection;
7. Any additional and ad-hoc request from the supervisor;

Duration:

• 6 months (possibility of extension) 132 man days.

Contracts based on daily fee:

The Operation Assistant fee will be paid on a monthly based on time sheet completed with description of tasks, certified by UNDP Administrative Associate. UNDP makes payments based on the actual number of days worked. 

The estimated maximum number of workdays for the duration of the consultancy is as follows:

Deliverable (monthly):

• Upon completion as per Terms Of Reference and submission of timesheet;

Compétences

• Good in both written and communication in both Bahasa Melayu/Malaysia and English;
• Good in relationship skills and teamwork;
• Multi-tasking skills, result oriented and ability to work under pressure.
• Responsible and good at following up;
• Thorough and systematic in paperwork and filing;

Qualifications et expériences requises

• Completion of Secondary Education;

Experience:

• At least 2 years experience in administrative and protocol are required; and
• Knowledge and experience in the usage of computers, Microsoft office, Internet/Website research are required;

Language:

• Bahasa Melayu/Malaysia and English.

How to Apply:

• Kindly download the Letter of Confirmation of interest and availability and read the General Terms and Conditions;
• Complete the 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 (a) Letter of interest, (b) CV with 3 referees name and email address and (c) Financial proposal of per day rate) 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/2019/044" 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 

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.