Individual Contractor: Administrative Assistant (2 positions), Putrajaya/Kuala Lumpur, Malaysia (for Malaysian Only)

Contract

This is a Consultancy contract. More about Consultancy contracts.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, a fair chance

How can you make a difference?

Purpose of Activity/Assignment:

Under the close supervision and guidance of the supervisor, the programme assistant supports the respective section (s) by carrying out a range of procedural, administrative, and operational tasks, to help develop, implement and monitor their country programme, ensuring timely and effective delivery that is consistent with UNICEF rules and regulations.

Scope of Work:

1. Communication/correspondence/calendar management

- Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.

- Manages incoming and outgoing correspondence.

- Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up-to-date and accurate.

- Maintains office/team calendar and assist in the arrangement of meetings both online and offline.

2. Travel

- Provides travel assistance to staff, consultants and interns for travel arrangements and entitlements based on the organization’s rules and policies.

- Extracts, inputs, maintains and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel

- Assist in the preparation of budgets on travel costs and maintain travel budgetary control records.

- Assist in the processing of claim/reimbursement of staff, intern and consultants’ travels

3. Invoice Processing and Financial Control

- Responsible for collecting invoices and filing documents for approval and thereafter processing in VISION.

- Upload electronic files and verify results to destination system.

- Respond to client transaction status and other inquiries.

- Maintain unit/work plans and budgets as well as offline financial status reports for Health work plans.

- Monitor and advise budget owners on financial status of projects and potential over-expenditures and recommend possibilities for reallocation to ensure the optimum use available funds.

- Review and process payments in VISON for utility payments, supplies, PO, advances and other payments. Check the requests have the necessary supporting documents, usually the original document, validity of the charge, they are certified by the staff responsible and are coded correctly. File the transactions and the related supporting documents regularly and share copies with relevant sections as required.

4. Contracting of consultants or other service providers

- Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.

- Keeps vendor lists, partners, and consultant rosters up to date.

- Arrange for the purchase and timely distribution of office supplies.

Mode of Consultancy:

- The consultant will be expected to make his/her own arrangement for accommodation and transport to and from the office

- A monthly work plan will be developed outlining expected deliverables at the beginning of every month

- Payments in ringgits will be done on a monthly basis after review of the work plan and upon completion of the deliverables as certified by the Supervisors

- UNICEF will pay for travel costs relevant to the assignment as per the organizational guideline.

To qualify as an advocate for every child you will have…

Skills required:

- Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.

- Organizational, planning and prioritizing skills and abilities.

- Ability to deal patiently and tactfully with visitors.

- High sense of confidentiality, initiative and good judgment.

- Ability to work effectively with people of different national and cultural background.

- Ability to work in a team environment to achieve common goals.

Education required:

Bachelor’s Degree in STEM backgrounds and social sciences background and/or another related field is required.

Experience required:

- A minimum of 1-2 years of relevant administrative or clerical work experience is highly desired

- Fresh graduates with relevant internship experience are encouraged to apply

Language required:

Fluency in English and Bahasa Malaysia are required. Knowledge of another official UN language or other local language is considered an asset.

For every Child, you demonstrate…

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA).

To view our competency framework, please visit here.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF offers reasonable accommodation for consultants/individual contractors with disabilities. This may include, for example, accessible software, travel assistance for missions or personal attendants. We encourage you to disclose your disability during your application in case you need reasonable accommodation during the selection process and afterwards in your assignment.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

Individuals engaged under a consultancy or individual contract will not be considered “staff members” under the Staff Regulations and Rules of the United Nations and UNICEF’s policies and procedures, and will not be entitled to benefits provided therein (such as leave entitlements and medical insurance coverage). Their conditions of service will be governed by their contract and the General Conditions of Contracts for the Services of Consultants and Individual Contractors. Consultants and individual contractors are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with local or other applicable laws.

The selected candidate is solely responsible to ensure that the visa (applicable) and health insurance required to perform the duties of the contract are valid for the entire period of the contract. Selected candidates are subject to confirmation of fully-vaccinated status against SARS-CoV-2 (Covid-19) with a World Health Organization (WHO)-endorsed vaccine, which must be met prior to taking up the assignment. It does not apply to consultants who will work remotely and are not expected to work on or visit UNICEF premises, programme delivery locations or directly interact with communities UNICEF works with, nor to travel to perform functions for UNICEF for the duration of their consultancy contracts.