G5 Administrative Assistant - For Malaysian National only

As a key component of the strategic direction of the UNDP Bureau for Management Services (BMS), and with an emphasis on cost-effective operations and a client-oriented approach, the Global Shared Services Centre (GSSC) combines resources from its main centres in Copenhagen and Kuala Lumpur, and its regional service centres in Amman, Addis Ababa, Dakar, Bangkok, Istanbul, and Panama. It delivers high-quality services in areas such as Payroll, HR Administration, Recruitment, Accounts Receivable, Accounts Payable, Fixed Assets, General Client Inquiries, Reporting, and Quantum support to UNDP offices and external client entities worldwide. Through its functional service lines, the GSSC ensures high-quality and timely delivery of services to 170+ UNDP country offices, regional and central bureaus and more than 70 other UN clients.

The Administrative Assistant works in close collaboration with the staff of the GSSC, the Operations staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery. Under the overall guidance and supervision of the Operations Manager, GSSC, the Administrative Assistant assists in the management of administrative services and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

• Implementation of operational strategies
• Efficient administrative support and facilities management
• Support to effective administrative and financial control in the office
• Ensure effective administrative and logistical support
• Support to knowledge building and knowledge sharing

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams to enhance and enable horizontal collaboration. 

1. Ensures implementation of operational strategies, focusing on achievement of the following results: 

• Ensure full compliance of administrative processes with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the GSSC administrative business processes mapping and implementation of the internal standard operating procedures (SOPs)
• Preparation of administrative team results-oriented work plans.

      2. Provides efficient administrative and facilities management support to the Operations KL Unit focusing on achievement of the following results:

• Organization and coordination of the maintenance of the premises, office   space management and the provision of common services.
• Organization of workshops, conferences, retreats.
• Support with coordination with local authority on space and other administrative matters.
• Supervision of cleaning services.
• Prompt reporting and investigation of cases of damage, loss or theft of items.

     3. Provides support for administrative and financial control in the office, focusing on achievement of the following results:

• Finance Management for Invoices, Petty Cash Management, F10 claims and Credit Card management.
• Maintenance of finance control records such as commitments and expenditures.
• Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Quantum.
• Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
• Coordination of common premises/services cost-recovery arrangements.
• Proper control of supporting documents of funds and activities.
• Provision of the information for the audit.
• Organization of procurement processes including the preparation of statements of work and/or requirements for RFQs, ITBs or RFPs documents.

• Support incoming visitors and IP Staff with their required documentations – visas, ID cards, permits, licenses, UNLPs and other relevant documents.
• Logistical support for events, staff’s cubicle/desk layout and space management.
• Provide support for outgoing documents – medical claims courier etc;
• Arrangement of vehicle transportation.
• Collection of information from GSSC for relevant administrative surveys, support to organization of common services.
• Act as custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Organization and coordination of shipments and customs clearance.
• Support the coordination of travel arrangements

     5. Supports knowledge building and knowledge sharing in the GSSC, focusing on achievement of the following results:

• Training of staff on the administrative procedures.
• Briefing/debriefing of staff members on issues relating to area of work.
• Sound contributions to knowledge networks and communities of practice.

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

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 Management - Communication

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
• Ability to manage communications internally and externally, through media, social media and other appropriate channels.
   

•  Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
• Provide inputs to the development of customer service strategy.
• Look for ways to add value beyond clients' immediate requests.
• Ability to anticipate client's upcoming needs and concerns.

• Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel related matters

• Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data

• Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

• Ability to find, evaluate and engage suppliers of goods and services.