Consultant Operations Assistant (6 months parental leave cover)

Job Posting Organization:
The United Nations University (UNU) is a global think tank and postgraduate teaching organization that operates within the United Nations System. Established to engage in policy-relevant research, capacity development, and knowledge dissemination, UNU aims to further the purposes and principles of the United Nations. Over the past fifty years, UNU has been a pivotal source of impartial research focusing on sustainability, security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">human security, and economic development. With hundreds of researchers working across 12 countries, UNU's expertise encompasses the full spectrum of the 17 Sustainable Development Goals, generating policy-relevant knowledge to foster positive global change. The organization collaborates closely with other UN entities and leading research institutions worldwide, emphasizing its commitment to addressing pressing global challenges.

Job Overview:
The Consultant Operations Assistant will play a crucial role in supporting the administrative and procurement services of the UNU Putrajaya office. Reporting to the Operations Officer, the assistant will ensure that these services are effective, transparent, and aligned with the UN Values and Behaviours. The position requires a client-focused, quality, and results-oriented approach. The assistant will be involved in various functions, including procurement processes, asset management, travel business processes, and general office administration. This role is essential for maintaining the operational integrity of the UNU office and ensuring compliance with UN regulations and policies. The successful candidate will also contribute to the implementation of year-end financial closing and audit findings, making this position integral to the overall functioning of the organization.

Duties and Responsibilities:

• Support Procurement Processes: Assist in the Supply Chain Management (SCM) ERP business process, help users resolve issues, and update user guides. Monitor and report on procurement transactions and conduct monthly spend analysis. Ensure compliance with UN/UNU procurement rules and regulations, implement effective internal controls, and maintain a client-oriented procurement management system. Coordinate annual Acquisition Plans with UNU offices and review technical specifications for completeness and competitiveness. Respond to queries regarding procurement policies, maintain vendor evaluation reports, and support procurement execution processes.
• Support Asset Management: Handle all aspects of asset management for the Putrajaya office, including tagging assets, updating asset information, and maintaining a register of custodial items. Support UNU-wide asset management oversight and coordinate non-capital asset verification exercises.
• Support Travel Business Processes: Assist with the UNALL Travel ERP business process, monitor travel transactions, and prepare reports for UNHQ. Advise on travel entitlement calculations and create travel requests and claims for office personnel.
• Support Office Administration: Assist with the planned relocation of the UNU office, respond to emails, and coordinate with other UN entities on common services matters.
• Support Financial Closing and Audit: Assist in preparing information for year-end financial closing and responding to audit findings.
• Perform other duties as assigned by the supervisor, ensuring timely and quality completion of all tasks.

Required Qualifications:
Candidates must possess either a Secondary Education with specialized certification and four years of progressive experience or a Bachelor’s Degree in Finance, Business Administration, or a relevant field with two years of relevant working experience, preferably in an international organization. Demonstrated performance in delivering client-focused solutions, strong analytical skills, meticulous attention to detail, and proficiency in current office software (MS Word, Excel, etc.) are essential. Knowledge of an Enterprise Resource Planning (ERP) system, particularly Oracle/PeopleSoft, is advantageous. The candidate should be a team player with excellent communication and interpersonal skills, capable of working in a multicultural environment with respect for diversity. A result-oriented, self-motivated individual with the ability to prioritize and manage multiple tasks within tight timelines is required.

Educational Background:
The educational background required for this position includes a Secondary Education with specialized certification or a Bachelor’s Degree in Finance, Business Administration, or another relevant field. This educational foundation is crucial for understanding the complexities of procurement, asset management, and administrative processes within the context of the United Nations.

Experience:
The position requires a minimum of four years of progressive experience for candidates with a Secondary Education or two years of relevant working experience for those with a Bachelor’s Degree. Experience in an international organization is preferred, highlighting the need for familiarity with global operational standards and practices.

Languages:
Fluency in both written and spoken English is mandatory for this position. Proficiency in additional languages may be considered an asset, enhancing communication within the diverse environment of the United Nations.

Additional Notes:
The successful candidate will be engaged under a Consultant Contract (CTC) for a duration of six months, covering parental leave. Consultants may not provide services for more than twenty-four months within a thirty-six month period. The remuneration for this position will be commensurate with experience, with a monthly range of MYR 4,000 to MYR 4,20

• This contract does not entitle the consultant to paid annual leave or sick leave. Should mission travel be required, UNU will cover travel costs, subject to specific prerequisites such as medical and security clearance. The expected start date for this position is 1 November 202
• Applications must be submitted by 23:59 MYT on the deadline date, and late submissions will not be accepted. UNU is committed to diversity and inclusion and encourages applications from all qualified candidates.