Operations and Finance Assistant

UNFPA MYS organization mission TBD

The United Nations Population Fund (UNFPA) delivers a world where every pregnancy is wanted, every birth is safe, and every young person's potential is fulfilled. UNFPA’s office in Malaysia is compiled by a diverse, dynamic and talented workforce accompanying Malaysia in its socio-economic development as its reference partner of choice with the overall commitment to advance equity, accountability and quality in all spheres of decision-making, affecting the lives and potential of the Malaysian population, with women, youth, and the elderly as our main actors and beneficiaries of our interventions. UNFPA’s programmatic mission is to engage in responsible and high-quality policy platforms for populations to fulfill their potential and possibilities in a fast-changing middle-income context.

UNFPA provides a work environment that reflects the values of gender equality, teamwork, embracing diversity in all its forms, integrity, and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women and men equally. UNFPA promotes equal opportunities for all.

You support the effective management of UNFPA Operational and Finance activities in the areas of population and development, reproductive health, and gender.

You will demonstrate a client-oriented, results-focused approach to interpreting UNFPA rules, procedures, and guidelines in relation to HR, procurement, administration, and finance, while providing support to the Country Office (CO) and UNFPA-supported projects/initiatives. You will support programme/project staff to maximise the impact in delivering UNFPA’s programmes/projects.

Under the direct supervision of the Programme Associate, the UNV will undertake the following tasks:

1. Financial Management:
· Ensure adherence to UNFPA financial rules and propose procedures for internal control improvements.
· Assist in managing the CO budget, including formulation, controlling allotments, monitoring expenditures, and preparing revisions as necessary.
· Support the monitoring of program financial performance, providing relevant financial information and analysis.
· Ensure all financial documentation is properly filed and archived (digitally and physically) in Google Docs and AODOCs.

2. HR Coordination:
· Support recruitment and onboarding of UNFPA Personnel, including filing of HR documents, creation of checklists, and scheduling interviews.
· Maintain an up-to-date record of personnel, timesheets, and consultant deliverables.
· Preparation of Confirmation of Payments and manage UN personnels for any HR Related task.

3. Procurement Operations:
· Assist in procurement processes, including preparing RFQs, supporting vendor selection, creating e-requisitions, and following up on deliveries and invoices.
· Support inventory and asset management, including physical verification, tagging, and record maintenance.
· Maintain vendor and procurement documentation in accordance with UNFPA procurement guidelines.

4. Administrative Oversight:
· Support maintenance of premises and liaise with Common Services and building management as required.
· Manage general office supplies, monitor stocks, and coordinate procurement of admin-related items.
. Coordinate IT support services and helpdesk follow-ups in collaboration with UNDP.
. Support UN Personnels in the preparation of Reimbursement and F10 Claims.

5. Logistical Support:
· Provide logistical support for event management organised by UNFPA Country office.
· Provide Logistical support for travel-related: Travel Profile, Travel Arrangements, Land Transport, DSA, and Liaising with Travel Agents for the purchase of Tickets.

6. System Implementation:
· Implement corporate systems and applications supporting finance, HR management, and CO operations.
· Develop procedures for the effective management of UNFPA resources using these systems.

7. General Support:
· Provide support for security-related coordination and record-keeping, including maintaining updated contact lists, administrative trackers, and assisting in preparing periodic reporting.
· Perform any other duties as assigned by the supervisor to ensure the smooth operations of the office.

Furthermore, UN Volunteers are required to:

· Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and taking active part in UNV activities (for instance, in events that mark International Volunteer Day);
· Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
· Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
· Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.
· Assist with the UNV Buddy Programme for newly-arrived UN Personnel;
· Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Results/expected outputs:

As an active UNFPA team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNFPA and its beneficiaries in the accomplishment of her/his functions, including:

Timely and accurate financial processing: Payments, requisitions, and financial reports are processed in compliance with UNFPA rules, with zero audit issues and minimal errors.

Efficient procurement and asset support: Procurement actions are documented and tracked efficiently, vendors are properly registered and engaged, and asset inventory is accurate and updated.

Seamless operational support: Office events, travel arrangements, and logistics are planned and executed without delays or disruptions, ensuring smooth programme implementation.

Organized and compliant documentation: All financial, procurement, and HR records are properly maintained (both digital and physical), ensuring accessibility and audit-readiness.

Responsive and client-oriented service: Timely response to requests from colleagues, vendors, and partners, with a professional and helpful attitude contributing to a positive office culture.

Contributions to team efficiency: Actively participates in improving operational workflows, reducing turnaround time, and maintaining high-quality administrative support to the country office.