Job description

Administrative Assistant
International Organization (UNDP)
6 Months Contract (with possibility of extension)
Putrajaya, Malaysia
RM 2800 – RM 3400
Mon - Fri [8.00am - 4.30pm]

Background

Under the guidance and supervision of the Operations Manager/Administrative Associate, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Summary of Key Functions:
Implementation of operational strategies
Support to effective and efficient functioning of the unit (DRR’s office/operations unit / administrative unit)
Support to administrative and logistical services
Support to office maintenance and assets management
Support to knowledge building and knowledge sharing

Duties:
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 CO 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.
2. Ensures effective and efficient functioning of the unit (DRR’s office/operations unit/ administrative unit), focusing on achievement of the following results:

Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
Translation of simple correspondences, when needed.
3. Ensures effective administrative and logistical support, focusing on achievement of the following results:

Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
Support the processing of all protocol request including visas, identity cards, personal effects, vehicle, liquors and other documents in accordance with requirements of the United Nations and National governments (Ministry of Foreign Affairs, Immigration, Custom and Road Transport Department.);
Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
Arrangements of travel and hotel reservations, preparation of travel authorizations processing requests for visas, identity cards and other documents.
Administrative support to conferences, workshops, retreats.
Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
Maintenance of the filing system ensuring safekeeping of confidential materials.
Extraction of data from various sources.
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
4. Provides support to office maintenance and assets management, focusing on achievement of the following results:

Maintenance of records on assets management, preparation of reports.
Maintenance of files and records relevant to office maintenance
Provision of support to maintenance of common premises and common services

Functional Competencies:
Building Strategic Partnerships

Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis

Researches best practices and poses new, more effective ways of doing things
Job Knowledge/Technical Expertise

Fundamental knowledge of processes, methods and procedures

Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development

Presentation of information on best practices in organizational change

Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems

Data gathering and implementation of management systems

Uses information/databases/other management systems
Client Orientation

Maintains effective client relationships

Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Responds to client needs promptly
Promoting Accountability and Results-Based Management

Gathering and disseminating information

Gathers and disseminates information on best practice in accountability and results-based management systems

Core Competencies:
Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Self-development, initiative-taking
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Managing conflict
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Informed and transparent decision making
UNDP Procurement Certification programme

Required Skills and Experience

Education:
Bachelor Degree.

Experience:
3 - 5 years of relevant experience in administration or programme support service.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Experience in handling of web-based management systems.

Language Requirements:
Excellent knowledge of English (written and spoken)
ProMICOM Services (M) Sdn Bhd was incorporated in June 2004 and the corporate entity is MICOM Computer Centre (MICOM). MICOM was established in 1987 and has over the years evolved from a fledgling IT products retailer and IT service provider to an organization that has the expertise and resources to support medium to large scale organizations, with critical IT infrastructure and application requirements including the outsourcing of IT/Non-IT professional resources and payroll solution.

Currently, 90% of our clients are multinational companies and government agencies from various business segments such as oil and gas, semiconductors, chemical, power, manufacturing, telecommunication, and education.

Driven by a strong technical team, we strive continuously to provide high quality and advanced technological products, professional services, and training to meet the constantly evolving and demanding needs of corporations.
Bachelor's or Equivalent

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