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, supports the country in achieving its development priorities and the SDGs under the leadership of an independent UN Resident Coordinator.

Job Overview:
The Administrative Assistant position is located in the United Nations Resident Coordination Office (UNRCO) in Kuala Lumpur, Malaysia. The incumbent will report to the Head of the Resident Coordinator's Office and will be responsible for a wide range of administrative functions, including human resources management, budget and finance, general administration, and contract administration. The role requires a proactive approach to managing human resource activities, ensuring compliance with UN rules and procedures, and providing support for financial and administrative operations. The Administrative Assistant will also coordinate with various service units and liaise with internal team members to ensure smooth operations within the office. This position is crucial for maintaining effective communication and collaboration among UN entities and stakeholders in the region.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Human Resources Management: Initiating, reviewing, processing, and following up on human resource activities such as recruitment, placement, 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 on budget status.
• General Administration: Drafting correspondence, coordinating with service units, and performing various administrative duties such as organizing meetings, maintaining filing systems, and supporting UN officials during missions.
• Contract Administration: Assisting with the administration of contracts, auditing invoices, and processing payments.
• Other Duties: Ensuring adherence to protocol procedures, representing the RCO in interagency meetings, and maintaining databases and contact lists.
• Supporting data analysis and preparation of reports for decision-making and knowledge management.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. Additional certification in administrative services, finance, accounting, audit, human resources, or a related area is desirable. A first-level university degree is an advantage. Candidates should demonstrate professionalism, planning and organizing skills, and client orientation in their work. They must be able to apply UN administrative, financial, and human resources rules and regulations effectively.

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 a broader understanding of the administrative functions within the UN system.

Experience:
A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area is required. Candidates with a first-level university degree may have the minimum experience requirement reduced by two (2) years. Previous experience with UN agencies, NGOs, or similar international organizations is desirable. Familiarity with an Enterprise Resource Planning (ERP) system such as Umoja is also desirable, along with at least one (1) year of experience in 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. Proficiency in either Malay or Bahasa is also required at UN Level II for all language skills, ensuring effective communication within the local context and with stakeholders.

Additional Notes:
This is a Temporary Job Opening for a limited duration of three (3) months, with no expectation of renewal. The appointment is subject to local recruitment rules, meaning applicants must be authorized to work in Malaysia. Selected candidates from outside the duty station will be responsible for their relocation expenses. The UN is committed to achieving gender balance and encourages female candidates to apply. All applicants must provide complete and accurate information in their applications, as this will be the basis for assessing eligibility and suitability for the position. The UN does not charge any fees during the recruitment process.