Programme Assistant, GS-5, Putrajaya

Job description

Contract Duration 1 Year with Possibility for extensionEducation & Work Experience Bachelor's Degree - 2 year(s) experience OR High School certificate- 5 year(s) experienceRequired Languages English and Bahasa MalaysiaVacancy Timeline 3 WeeksJob DescriptionThe Position:The Programme Assistant position is located in the Country Office of UNFPA in Malaysia, and provides support to officers in the programmes unit. S/he is part of the Programmes Unit, which provides programme and technical support within an engagement and solution center approach, fundamental to UNFPA Malaysia’s overall strategy. The Programme Assistant is responsible for supporting the activities of the programmes unit including, among other things, programme design and implementation, research, and data analysis.You will report to Programme ManagerJob Purpose:Under the direct supervision of the National Programme Officer, and with overall guidance of the programme team, the Programme Assistant delivers quality programme support services to principally internal but also external clients, mastering all relevant rules, guidelines, processes and procedures. S/He is client and results-oriented in service of the country programme.S/He applies established systems and procedures and assists in the creation of substantive knowledge by compiling, synthesizing and analyzing information relevant to population and development, reproductive health and gender issues.You would be responsible for:Assists in the hiring processes of programme/project implementing partners including selection, registration, ensuring compliance to Prevention of Sexual and Exploitation Abuse (PSEA) requirements, supporting micro assessments;Assists in the coordination and reporting of programme/project planning, monitoring and evaluation including preparation of annual workplans and supporting project spot checks;Compiles, summarizes, and presents basic information/data on programmes/project and related topics/ issues;Participates in the preparation of annual and quarterly project workplans, and arranges for relevant work planning meetings within the office and with counterparts;Facilitates preparation of project review meetings, drafts minutes of meetings and provides any other necessary logistical support to such activities;Undertakes monitoring visits to project sites when required, arranging and coordinating incoming study tour visits when required.Prepares budget revisions based on approved workplans and justifications, and monitors project budgetary commitments;Generates the required financial reports in a timely manner;Checks and examines various project financial reports for accuracy and consistency against approved budgets;Takes required actions on operational and financial closure of projects in line with UNFPA programming guidelines and NEX procedures.Follow up with implementation partners for the timely submission of quarterly FACE forms.Prepares purchase orders for purchases and activities that require generation of purchase orders.Administrative supportEnsures that all official documents are prepared and kept in the project files for retrieval and archiving;Facilitates project activities, or relevant missions, by arranging meeting schedules, coordinating logistical support, collecting reference documents, and maintaining records;Prepares necessary documentation, minutes of meetings and notes to file for relevant transactions (e.g. grant agreements, services contracts);Ensures facilitation of knowledge‑sharing between programme and operations clusters;Drafts routine project related correspondence;Provides information to missions, visitors and other counterparts requesting.Provides administrative support for office events including sending out invitation letters, collating RSVPs.Communications supportCoordinates with consultant updates, or maintains and updates when required, the office social media accounts, as a back‑up function.Provides communications colleagues data or programme briefs or updates for use in communications‑related materials.Qualifications and Experience:Education:Completed Secondary Level Education required. Bachelor’s degree in finance, public health, population, economics, demography and /or other related social sciences field is preferable.Knowledge and Experience:Five (5) years of relevant experience in social sector/programme development is required for candidates who completed Secondary Level Education. Two (2) years of relevant experience in social sector/programme development is required for candidates who hold a Bachelor’s degree in the related field.Knowledge on results based managementWorking in teamTime management and multi-tasking abilityKnowledge of asset managementKnowledge of financial managementProven skills in communication and writing.Ability to express clearly and concisely ideas and concepts in written and oral form.Knowledge of computer systems and applications (Google Workspace: Docs, Sheet, Slides, Drive) and familiarity with AI tools.Languages:Fluency in English is requiredProficiency in Bahasa Malaysia requiredValues:Exemplifying integrity,Demonstrating commitment to UNFPA and the UN system,Core Competencies:Achieving results,Developing and applying professional expertise/business acumen,Thinking analytically and strategically,Working in teams/managing ourselves and our relationships,Logistical supportManaging documents, correspondence and reportsManaging information and workflowPlanning, organizing and multi-taskingProficiency in current office software applications; good basic knowledge of finances and mastery of a series of financial and spreadsheet software.Compensation and Benefits:This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - clickhere to learn more. #J-18808-Ljbffr