Administrative Assistant

Job Posting Organization:
The United Nations (UN) is an international organization founded in 1945, currently comprising 193 member states. Its mission is to promote peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and cooperation among nations, and to address global challenges such as poverty, inequality, and climate change. The UN Development System, which includes the UN Resident Coordinator Offices (UN RCO), was reformed in 2019 to enhance its effectiveness in achieving the 2030 Agenda and the Sustainable Development Goals (SDGs). The UN RCO in Kuala Lumpur, Malaysia, plays a crucial role in supporting the country in its development priorities and the attainment of the SDGs, under the leadership of an independent UN Resident Coordinator.

Job Overview:
The Administrative Assistant position is integral to the operations of the UN Resident Coordination Office (UNRCO) in Kuala Lumpur, Malaysia. The incumbent will be responsible for a wide range of administrative functions, including human resources management, budget and finance, general administration, and contract administration. This role requires a proactive approach to managing human resource activities, ensuring compliance with UN rules and procedures, and providing support for the office's financial and administrative needs. The Administrative Assistant will also coordinate with various service units and liaise with internal team members to ensure smooth operations and effective communication within the office. The position demands a high level of professionalism, organizational skills, and the ability to handle multiple tasks efficiently while maintaining a client-oriented approach.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include, but are not limited to:

• Human Resources Management: Initiating, reviewing, processing, and following up on human resource activities such as recruitment, placement, promotion, performance appraisal, and training. Responding to staff inquiries regarding entitlements and administrative procedures. Maintaining vacancy announcement files and tracking personnel actions.
• Budget and Finance: Assisting in the preparation and review of financial proposals, monitoring expenditures, and preparing budget performance reports. Coordinating with finance staff on budget-related issues and providing updates to the Head of RCO.
• General Administration: Drafting correspondence, coordinating meetings, and maintaining an efficient filing system. Assisting with data collection and analysis for reports and presentations.
• Contract Administration: Managing contracts with external contractors, auditing invoices, and processing payments.
• Other Duties: Ensuring adherence to protocol standards, representing the RCO in interagency meetings, and maintaining databases of contacts and stakeholders.
• Supporting logistical arrangements for UN officials' missions to Malaysia, Singapore, and Brunei Darussalam.

Required Qualifications:
Candidates must possess a minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area. The required experience is reduced by two (2) years for candidates with a first-level university degree. Previous experience with UN agencies or similar international organizations is desirable, as is familiarity with Enterprise Resource Planning (ERP) systems such as Umoja. Experience in data analytics is also a plus. Candidates should demonstrate a strong understanding of UN administrative, financial, and human resources rules and regulations.

Educational Background:
Completion of a high school diploma or equivalent is required. Additional certification in administrative services, finance, accounting, audit, human resources, or a related area is desirable. A first-level university degree is considered an advantage, providing candidates with a competitive edge in the selection process.

Experience:
The position requires a minimum of seven (7) years of relevant work experience in administrative services, finance, accounting, audit, human resources, or a related field. Candidates with a first-level university degree may have the minimum experience requirement reduced by two (2) years. Experience with UN agencies or similar organizations is preferred, along with familiarity with ERP systems and data analytics.

Languages:
English and French are the working languages of the United Nations Secretariat. For this position, proficiency in English is required at UN Level II for reading, writing, listening, and speaking. Additionally, proficiency in either Malay or Bahasa is required at UN Level II for all language skills. This bilingual requirement is essential for effective communication within the office and with local stakeholders.

Additional Notes:
This is a Fixed Term position, initially for one year, with the possibility of extension based on funding availability and budgetary approval. The position is subject to local recruitment, meaning that applicants must be authorized to work in Malaysia. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The UN is committed to achieving gender balance and diversity in its workforce, and reasonable accommodations may be provided for applicants with disabilities. Candidates are encouraged to apply online as soon as possible after the job opening is posted.