Grants Officer (Open to all applicants)

Background

UNDP multi-country office of Malaysia, Singapore and Brunei Darussalam provides technical assistance, policy and technical advisory services to the Governments of Malaysia, Singapore and Brunei Darussalam in their efforts towards achieving the Sustainable Development Goals (SDG); in partnership with development partners, financial institutions, private sector and civil society. 

In Malaysia, UNDP’s programme priorities and partnerships are defined and operationalized through the Country Programme between Government of Malaysia and UNDP to support and contribute to the development priorities and results envisioned in the 5-year Malaysia Plan. Malaysia is currently implementing the Twelfth Malaysia Plan 2021-2025 (12MP), which is anchored around three key themes namely resetting economy, strengthening security, wellbeing and inclusivity; and advancing sustainability to achieve economic growth and transform Malaysia into a prosperous, inclusive and sustainable country. 

Within the Malaysia MCO Operations Team, Programme Services focuses on efficiency and compliance related to delivery, finance and audits. The Grants Officer will play a key role in providing operational support for the full lifecycle of grant management under UNDP’s programming, ensuring effective planning, implementation, monitoring, and reporting of small grants in line with UNDP policies and procedures. The effective and successful achievement of results by the Grant Officer directly affects the overall efficiency of the project implementation and improves the lives of the communities the grant will be implemented in. 

Duties and Responsibilities

Under the direct supervision of the Programme Services Analyst, the Grants Management Officer will support the full spectrum of grants management activities. This includes technical, operational, and monitoring responsibilities. The incumbent will work closely with programme services team, programme teams and project teams, as well as regional and headquarters counterparts, to provide grants management and oversight, advisory support, and capacity strengthening.

1. Grant Management

• Provide strategic and operational support in the conceptualization, development and implementation of the overall grant-making process
• Performance management of the implementation of grants to achieve the performance indicators agreed with the donor and in line with the approved Budgets and Work Plans;
• Conduct and support the shortlisting process including technical and feasibility evaluations, Theory of Change (ToC) assessment, and analysis of grantees’ capacity.
• Prepare necessary documentation for shortlisted proposals.
• Support evaluation of bids and selection from the UNDP/partner side.
• Monitor and evaluate the performance of bidders/grantees.
• Support the review of narrative reports from grantees.
• Assist in preparing internal narrative reports related to the small grant component.
• Financial and substantive monitoring and evaluation of the grants, identification of operational and financial problems, development of solutions
• Oversee the grant allocation processes ensuring coordination with all relevant stakeholders, in line with the grant agreements and/or guidelines

2. Ensure Financial Management

• Provide support during review of grant budgets and financial reports.
• Monitor financial aspects of projects, identify operational and financial risks, and recommend solutions.
• Support reallocation of budgets and financial analysis related to delivery partners.
• Assist in planning, budgeting, and tracking the use of financial resources.
• Coordinate with project teams on audit processes and grantee due diligence assessments.

3. Ensure Monitoring and Evaluation – Small Grants

• Support active portfolio performance assessments for quality assurance and project improvement.
• Develop and maintain monitoring and evaluation (M&E) frameworks, tools, and checklists for field monitoring, in close collaboration with project teams and under the guidance of the Monitoring and Evaluation Officer 
• Ensure regular progress reviews (monthly, midterm, and final) and contribute to donor reporting (e.g., UNDP, EU).
• Compile and present grant performance results in reports, dashboards, and communication materials.
• Maintain up-to-date data in the grant management tracker reflecting progress and status of grants.

4. Facilitate knowledge building, knowledge sharing, and provide guidance

• Facilitate knowledge exchange and sharing of best practices among grantees, partners, and relevant stakeholders.
• Organize capacity-building sessions, workshops, and learning events related to grant implementation, financial management, and reporting.
• Develop guidance notes, templates, and training materials to support partners in meeting grant requirements.
• Provide technical guidance and troubleshooting support to grantees during grant implementation.
• Capture lessons learned and promote their integration into ongoing and future project cycles.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core Competencies:

• Achieve Results: Level 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively: Level 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 
• Learn Continuously: Level 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: Level 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 
• Act with Determination: Level 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: Level 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: Level 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies:

Business Direction & Strategy    

• System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system

Business Management    

• Portfolio Management: Ability to select, prioritise and control the organization's programmes and projects in line with its strategic objectives and capacity Ability to balance the implementation of change initiatives with regular activities for optimal return on investment. Knowledge and understanding of key principles of project, programme, and portfolio management

Business Development    

• Knowledge Facilitation: Ability to animate individuals and groups, internally and externally, and to design and facilitate activities, to share and exchange knowledge, information and ideas. Knowledge of tools and approaches to stimulate active participation, contribution, and exchange

Finance    

• Accounting (General): Knowledge of accounting concepts, principles, regulations, policies and ability to apply this to strategic and/or practical situations.
• Financial Risk Management: Ensures financial resilience through proactive assessment of risk, implementation of controls and taking mitigating action. Understands risk and reward in relation to collaborative and commercial projects. Ensures a culture of positive risk management
• Management and Cost Accounting: Ability to produce periodic qualitative and quantitative performance reports to facilitate effective decision making and performance monitoring. Ability to use a range of costing techniques and analyze cost related data to provide quantitative information to the users of reports.

Required Skills and Experience

Education:

• Advanced University Degree (master's degree or equivalent) in Business Administration, Economics, Finance, Political Science, Project/Programme Management, Development Studies, Social Policy, Social Sciences, Sustainable Development, International Development/Relations, Public Policy, Political Law, Sustainable Studies or other closely related field is required.  OR
• A first-level university degree (bachelor’s degree) in the areas stated above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Experience:

• Applicants with a master’s degree (or equivalent) in a relevant field of study are not required to have professional work experience. 
• Applicants with a bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant professional experience on grants management, project implementation, programme administration, partnership coordination, or financial reporting in the development context.

Desired skills in addition to the competencies covered in the Competencies section:

• Experience using enterprise resource planning systems (e.g., Oracle/Quantum, SAP) for finance, procurement and contract management, with ability to generate and interpret analytics is desirable.
• Demonstrated experience in working with international organizations, donor agencies, or civil society organizations is highly desirable.
• Experience in budget preparation, financial monitoring, and grants compliance is an advantage.
• Familiarity with UNDP policies and procedures and/or grant management systems is considered an asset.
• Experience facilitating training, capacity building, or knowledge sharing sessions with external stakeholders is a strong advantage.
• Exposure to monitoring and evaluation tools, use of project dashboards, and compiling donor reports is desirable.

Required Languages:

• Fluency in English and National Language (Bahasa Melayu) is required. 

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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