Operations & Programme Assistant

About UN University (UNU)

The United Nations University (UNU) is an international community of scholars engaged in policy-oriented research, capacity development and dissemination of knowledge, furthering the purposes and principles of the Charter of the United Nations. UNU’s mission is to contribute, through research and capacity building, to efforts to resolve the pressing global problems that are the concern of the United Nations and its Member States.

For the past four decades, United Nations University (UNU) has been a go-to think tank for impartial research on human survival, conflict prevention, sustainable development and welfare. With more than 400 researchers in 12 countries, UNU’s work spans the 17 Sustainable Development Goals, generating policy-relevant knowledge to effect positive global change. UNU maintains more than 200 collaborations with UN agencies and leading universities and research institutions across the globe.

About Institute (UNU-IIGH)

UNU-International Institute for Global Health is one of 14 research and training Institutes that comprise the think tanks in the UNU system. UNU-IIGH was established in 2005 with the mission to advance evidence-based policy on key issues related to sustainable development and global health. UNU-IIGH aims to build knowledge and capacity for decision making by UN agencies, UN programmes and Member States towards the achievement of the Sustainable Development Goals.

Leveraging its position within the UN, UNU-IIGH works with a network of academic, policy and civil society experts to serve as a platform for critical thinking and exchange of knowledge and tools for policy influence and consensus-building.

Responsibilities

Under the overall supervision of the Operations Manager, the Operations & Programme Assistant will perform the following duties:

1. Operations & Administrative support

• Provide general office support services to help ensure the smooth functioning of UNU-IIGH;
• Serve as focal point/liaison with the host for any repairs and maintenance works;
• Act as an active member of the IIGH programme support team for operations and administrative coordination of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions; i.e workshops/conference logistics, board meetings, staff meetings etc.; and
• Manage the Institute’s Internship & PhD Fellowship programme including promotions, issuance of contracts, payment of stipends, responding to queries, and maintaining and updating the database.

2. Finance support

• Perform daily finance related tasks with full compliance of processes and operational requirements with UN/UNU rules, regulations, policies and strategies in terms of asset management, travel and procurement:

• Execute the role of asset management, travel and procurement focal point for the institute;

• Be the Institute’s operator on T&E modules (or relevant system);

• Serve as the Institute’s main focal point to designated travel agencies and service providers;

• Ensure accurate, adequate and relevant documents to support all financial functions;

• Ensure transactions (e.g. payment, receipting etc.) are processed as per UNU financial policy and procurements; and

• file and archive supporting paperwork and documents.

• Assist in the preparation and analysis of programme/project budgets proposals, interpretation of budget guidelines and monitoring of expenditures and allotments with approved budget; and

• Support Asset Manager in all transactions related to the subject, such as but not limited to receipting, physical checks, asset registration and reconciliation.

3. Perform any other duties as may be required by supervisor and director.

Key performance indicators

• Timely and quality delivery of operations and administrative services
• Timely, complete and accurate financial transactions/activities/documentation
• Timely and accurate advice on UN financial rules and regulations
• Timely and regular monitoring of financial resources management system and timely expenditure of financial resources
• Timely and accurate support to budget formulation and audits
• Timely and high quality of reports and document archives
• Timely and quality transaction and relationship with stakeholders such as government and donors
• Prompt and effective resolution to institutes’ queries related to routine finance, procurement, mission travel and asset management
• Timely and accurate execution of UNU system entries related to finance, travel, procurement and asset management

Qualifications

• Post-secondary education / Diploma with specialization in administration, finance or human resources; OR a Bachelor’s degree in equivalent disciplines;
  • Post-secondary education / Diploma with 5 years of relevant working experience in programme support/administrative work is required; OR
  • Bachelor’s degree with 3 years of relevant working experience in programme support/administrative work is required
• Experience in an international environment, academic/research institution or non-profit organization is desirable;
• Knowledge of United Nations administrative processes and procedures is desirable;
• High level of computer literacy including MS Office Software and Project Management Software. Knowledge in an Enterprise Resource Planning (ERP) system such as Peoplesoft Financials or any web-based management system is an asset;
• Result -oriented and self-motivated, with the ability to prioritize work and multi-task;
• Fluency in both oral and written English is required. Working knowledge of Bahasa Malaysia and/or any other United Nations official languages is an asset;
• A self-starter who is able to multi-task and work under minimal supervision with high level of resilience;
• Good team player with strong inter-personal skills demonstrated by the ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity

Remuneration

The successful candidate will be employed under an national PSA contract. UNU offers an attractive compensation package including an annual net salary in the range of Ringgit Malaysia 50,770 – 56,186, commensurate with the experience and qualifications of the candidate. Benefits include 30 days annual leave and a health insurance scheme.

UNU is not liable for any taxes that may be levied on the remuneration you receive under this contract. Payment of any such taxes remains the sole responsibility of PSA holders.

Duration of contract

The duration of the initial contract is 1 year. This is Personnel Service Agreement (PSA) contract with UNU, with the possibility for renewal subject to requirements and satisfactory work performance. The combined duration on a PSA contract with UNU may not exceed six (6) years. The mandatory age of retirement for PSA holders is 65 years.

Expected start date: 1 March 2022