(date when the selected candidate is expected to start)Duration of Initial Contract :1 year initially, with possibility of extensionPlease follow the application instructions below (bearing in mind to upload the P-11 form instead of your CV/resume).
1) Please click on the "Apply now" button.
2) Input your information in the appropriate Sections : personal information, language proficiency, education, resume and motivation. You can type in, or paste your Resume into the last box.
3) Upon completion of the first page, please hit "submit application" tab at the end of the page.
4) On the next page, you will be asked to upload your Resume. Instead of uploading your Resume, please submit a fully completed and signed UNDP Personal History Form (P-11) which can be downloaded at http://www.undp.org.my/page.php?pid=9&menu=sub&title=Join_Us.
When completing the Form and, even though not currently requested, please include email addresses for your Supervisors. Without the completed and signed P11, your application will not be considered.
5) Only short-listed candidates will be contacted and please ensure that copies of your educational qualifications are available when contacted.
BACKGROUND
United Nations Development Programme (UNDP) has established a Global Shared Service Centre (GSSC) to provide IPSAS transactional recording (in the areas of revenue, expenses and fixed assets), advisory and support services to UNDP Offices worldwide, and to provide training to UNDP Offices where needed. The centre is based in Cyberjaya, Malaysia.
Under the guidance and supervision of the Deputy Chief of the GSSC, the Administrative Assistant provides support to transactional and office operations particularly in the area of knowledge sharing and learning support.
The Administrative Assistant supports the Administrative Associate in the provision of Administration services to the GSSC performing a variety of standard administrative processes.
The Administrative Assistant also supports the ICT & CRM Associate in the provision of ICT services, the provision of daily technical support to users of information management tools and technology infrastructure in the GSSC, and the recording and maintaining information on support requests received from the client offices within the Customer Relationship Management (CRM) system.
The Administrative Assistant promotes a client, quality and results-oriented approach. The Administrative Assistant works in close collaboration and in support to other GSSC personnel and CO staff to exchange information and ensure consistent service delivery.
Flexible working arrangements with regard to working hours will be applied to this function to achieve overall operational objectives and optimal performance.
Summary of Key Functions:-Implementation of operational strategies
-Support to effective and efficient functioning of the unit (GSSC’s operations and administrative unit)
-Support to administrative and logistical services
-Support to office maintenance and assets management
-Input information in the CRM system, including the timely and accurate recording of business service requests from client offices
-Support to knowledge building and knowledge sharing
1. Ensures implementation of operational strategies, focusing on achievement of the following results:
-Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
-Provision of inputs to the GSSC administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
-Provision of inputs to preparation of administrative team results-oriented work plans.
-A Value added and Service Oriented Administrative function within the GSSC.
2. Ensures effective and efficient functioning of the unit (GSSC’s operations and administrative unit), focusing on achievement of the following results:
-Recording and maintaining information on support requests received from the client offices within the CRM system, and preparing reports for GSSC staff and managers on these service requests.
-Performance Statistics being displayed and reported accurately on a frequent basis within the GSSC and on various Dashboards
-CRM reporting system being maintained, updated and reconciled
-Task Tracking sheets being maintained and distributed
-Quality analysis and Reporting on Central Email -Visibility to Clients of Tracking Sheet in Sharepoint or other methodology to track transactions
-Support and Maintenance of the GSSC Repository -Support as Back up for Operations Transactions Processing
3. Ensures effective administrative and logistical support, focusing on achievement of the following results:
-Coordinate Operational meetings and be responsible for listing of agreed action points
-Maintenance of the Operational Filing and Archiving;
-Incoming Personnel Logistics
-Provide reliable and effective back up for Administrative support
-Support to procurement processes for GSSC
-Coordinated GSSC Reporting and Presentations including Quarterly Regionals and others
4. Supports the ICT and CRM Associate to ensure effective functioning of the GSSC hardware and software packages and efficient networks administration, focusing on the achievement of the following results:
-An effective ICT Help Desk servicing Basic User Queries, offering quality front line support including; account administration, network access and new user set up.
-Available Back Up for IT Support to assist with the basic functioning of GSSC networking equipment
-Support to the maintenance of the GSSC websites and Share Point/Intranet.
-Support and Maintenance of the GSSC Email and Customer Comments addresses
5. Provides support to office maintenance and assets management, focusing on achievement of the following results:
-Maintenance of records, assistance in certifications on assets management
-Custodian for Office Inventory Management
-Provision of support to maintenance of workspaces, office equipment, premises and services.
6. Support knowledge building and knowledge sharing in the GSSC, focusing on achievement of the following results:
-Greater coordination and more effective delivery of GSSC Training and Staff Awareness programs covering
-Individual Training Sessions
-Refresher Training Sessions
-Incoming Personnel Training
-Brown Bag Sessions Coordination -FTCP Coordination, Registration and Examinations
The key results have an impact on the overall efficiency of the GSSC, including improved business results and client services. Forward-looking ICT management has an impact on the organization of office management, knowledge sharing, and information provision.
Corporate Competencies:· Demonstrates commitment to UNDP’s mission, vision and values
· Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies
Knowledge Management and Learning
· Shares knowledge and experience
· Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
· Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
· Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
· Ability to perform work of confidential nature and handle a large volume of work
· Good knowledge of administrative rules and regulations
· Strong IT skills, knowledge of Atlas
· Ability to provide input to business processes re-engineering, implementation of new systems
Leadership and Self-Management
· Focuses on result for the client and responds positively to feedback
· Consistently approaches work with energy and a positive, constructive attitude
· Remains calm, in control and good humored even under pressure
Secondary Education with certification in administration, operations management, accounting, finance or IT.
University degree in any of the areas: administration/business/finance/accounting or IT desirable.
Part-qualified or professional qualifications a plus.
Experience:
Minimum 5 years of relevant working experience in any of these areas: Administration, Accounting, Shared services support, ICT support service or Training Coordination.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Experience in handling of web-based management systems.
Knowledge of ERP Financials (preferably Peoplesoft), and Client Relationship Management (CRM) applications a distinct advantage.
Knowledge of Microsoft Sharepoint is also a distinct advantage.
Language Requirements:
Fluency in English and the national language of the duty station. Knowledge of French and/or Spanish a distinct advantage.
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