Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
UNDP multi-country office in Malaysia, Singapore and Brunei Darussalam provide technical assistance, policy, and technical advisory services to the Governments of Malaysia, Singapore and Brunei Darussalam in their efforts towards achieving the Sustainable Development Goals (SDG), in partnership with development partners, financial institutions, the private sector, and civil society.
In Malaysia, UNDP’s programme priorities and partnerships are defined and operationalized through the Country Programme between the Government of Malaysia and UNDP to support and contribute to the development priorities and results envisioned in the 5-year Malaysia Plan. Malaysia is currently implementing several projects (with public sector partners) that support the 12th Malaysia Plan, which is anchored around three key themes, namely resetting the economy, strengthening security, wellbeing and inclusivity as well as advancing sustainability.
The SDG Impact, Finance and Innovation unit of UNDP in Malaysia, Singapore and Brunei Darussalam comprises a portfolio of projects relating to the promotion of SDG impact through development financing, digitalisation and strategic innovation. Our work in this sphere spans from topics of Integrated National Finance Framework, Climate and Nature Finance to experimental projects such as Sustainable Agriculture and Sustainable Value Chain that focuses on integrating relevant technology, foresight and synergistic partnership in pipeline project development and project designs.
The Programme Unit works to support achievement of UNDP strategic objectives to create a world where people and planet thrive together, and to help the Country Office act with both ambition and scale to address urgent problems facing the country as well as global climate deteriorating conditions. Programme staff assist the Country Office in formulating and implementing programme strategies that go beyond solving immediate development challenges to create future smart and integrated systemic changes in resilience and capacity building within the country.
Under the overall guidance of the Programme Specialist of SDG Impact, Finance and Innovation and Program Analysts in the unit, the Programme Associate ensures effective delivery of the CO programme by entering and managing data and supporting programme implementation consistent with UNDP rules and regulations.
The Programme Associate may supervise support staff in the Programme Unit. The Programme Associate works in close collaboration with the Operations, Programme and projects’ staff in the CO and UNDP HQ, and UN Agencies to exchange information and resolve complex finance-related issues.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
Duties and Responsibilities
- Supports programme and pipeline management.
- Ensures effective support to planning, implementation monitoring and timely reporting.
- Supports the integration of women empowerment and gender equality considerations into programme planning, implementation and reporting and support the Gender Team efforts to uphold the CO Gender Equality Seal aspirations.
- Supports implementation of business processes, quality assurance and oversight of programme and projects.
- Provides operational and financial management support.
- Facilitates Learning, Knowledge Management Facilitation and Self Development.
- Supports programme and pipeline management focusing on achievement of the following results:
- Support in collection, analysis and presentation of background information for preparation and formulation of CCA, UNSDCF, CPD Compiling info, development and presentation of background information for formulation of project documents, work plans, budgets, proposals. Support portfolio input to the CO Integrated Work Plan and relevant corporate and donor reporting.
- Analysis of information on donors, collect background information for preparation of donor’s profile including government for cost sharing arrangements.
- Initial contribution to concept notes, project ideas, funding proposals, etc.
- Upload duly signed financial agreement(s) in the system.
- Support development of new pipeline projects and input of the pipeline information in the system, tracking and updating the pipeline maturity in consultation with the programme portfolio team.
- Regular monitoring of contribution agreements milestones and flagging of potential delay in attainment of milestones for timely corrective measures.
- Input to CO finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Programme Finance in consultation with the direct supervisor and office management.
2. Provides effective support to planning, implementation monitoring and timely reporting focusing on the achievement of the following results:
- Support in project planning, monitoring and evaluation, contributing to the development of project work plans, day-to-day project management, including project communication and reporting.
- Assistance to assigned projects in the application of results-based management tools/methodology.
- Supports assurance function by ensuring that project management inputs are recorded in timely and accurate manner in the online ERP systems, maintaining compliance of the portfolio with the PPM policies and procedures.
- Supports the planning and monitoring of various programme/project budgetary resources and ensuring quality control of financial resources management performed by project staff, flagging any deviations and proposing corrective measures in line with UNDP FRR.
- Monitoring and ensure timely preparation of reports according to Project Document (progress report, annual reports, field visit reports, donor financial reports, Project Risk Log, Quality Assurance and Social and Environmental Standards, etc.).
- Support verification of Combined Delivery Reports and follow-up on their signing by UNDP and National Counterparts.
- Analyzes information related to current obligations and future programme/project budgetary implications in relation to formulation of the Resource Planning Framework (RPF).
- Reviews Programme delivery in accordance with Authorized Spending Limit (ASL) for TRAC and Trust fund resources and Cash Limit for cost sharing resources and suggests measures for adequate optional utilization of funds.
- Designs project level dashboards and shared project data and delivery, results monitoring, and expenditure forecasting and KPIs establishment and tracking at the unit level.
- Provision of guidance and capacity building to the Implementing Partners on routine implementation of programmes, projects, and/or initiatives in full compliance with POPP on routine implementation of projects.
- Tracks and reports on mobilized resources and support to the review of contributions agreement, managing contributions in the ERP.
3. Supports the integration of women empowerment and gender equality considerations into programme planning, implementation and reporting and support the Gender Team efforts to uphold the CO Gender Equality Seal aspirations:
- Assists in ensuring that the standard processes are followed in the progarmme team to ensure that women empowerment and gender mainstreaming is integrated and applied in all programmes/projects from the design to implementation, including planning and budgeting, implementation, monitoring and evaluation, as well as reporting in line with and using the corporate gender equality commitments, tools and strategies.
- Assists in coordination of review and consultative processes to ensure that gender is mainstreamed in programme related documents such as: technical briefs, analytical reports, assessments, communication strategy, terms of references, call for proposals, requests for proposals etc.
- Assists the programme team in the achievement of programmatic indicators targets in line with CO’s Gender Equality Seal requirements.
4. Supports implementation of business processes quality assurance and oversight of programme and projects implementation in the area of SDG Impact, Finance and Innovation:
- Support in ensuring that business processes are followed by projects/programme within the programme team in line with the UNDP regulations and rules and the UNDP internal control framework.
- Support in ensuring that submissions for Programme Analyst and Senior Management review are prepared in line with the UNDP standards, regulations and rules.
- Monitoring of Risk logs for all Projects, ensuring that they are regularly updated by Projects.
- Assist in quality assurance for the projects AWPs in accordance with UNDP’s policies and procedure, as needed.
- Serves as the Unit focal point for internal and external audits of the CO.
- Presentation of information for audit of NIM projects, supports implementation of audit recommendations.
- Ensures accountability and compliance with organizational policies and procedures. Supports implementation of audit recommendations.
- Supports the implementation and monitoring of Harmonized Approach to Cash Transfer (HACT) assurance plans and assurance activities. (Macro and Micro)
- Ensures compliance with the respective operational policies and procedures of the Harmonized Approach to Cash Transfer (HACT).
- Supports the Implementation of HACT oversight measures (incl. oversight of HACT advances, documentation of capacity assessments, etc.)
- Support in maintaining of HACT audit reports and updates on action plan in UNDP corporate systems, as required.
5. Provides operational and financial management support focusing on achievement of the following results:
- Other project-related requests for development projects; recommendations of corrective actions and ensure implementation in line with POPP.
- Supports the planning and monitoring of various programme/project budgetary resources and ensuring quality control of financial resources management performed by project staff in the portfolio, flagging any deviations and proposing corrective measures in line with UNDP FRR.
- Timely follow up on corrective actions in the system.
- Review of project budget and budget revision to ensure matching with available resources in the project.
- Monitors and ensures timely operational closure of projects within the portfolio.
- Undertakes quality assurance for projects’ annual procurement plan and monitors to ensure implementation of the plan in accordance with UNDP’s policies and procedure, as needed.
- Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in the ERP.
6. Facilitates learning, Knowledge Management and Self Development focusing on achievement of the following results:
- Assists the programme unit in evaluating, capturing, codifying, synthesizing lessons and stimulating the uptake of best practices and knowledge, including the development of resource kits and other knowledge materials.
- Peer reviewing, commenting on, and seeking to improve, the technical quality of projects, practices, guidelines, and the like.
- Organization/conduct of training for the operations/programme/projects staff on project financial management in the Atlas / Quantum environment.
- Provision of guidance to implementing partners on project management and implementation, administrative procedures, oversight, and reporting in compliance with POPP PPM.
- Capacity building for national counterparts on project management and implementation, administrative procedures, oversight, and reporting in compliance with POPP PPM
- Synthesis of lessons learnt and best practices in Programme.
- Sound contributions to knowledge networks and communities of practice.
- Developing and carrying out a personal learning plan.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies
Core
Achieve Results:
LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
Think Innovatively:
LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously:
LEVEL 2: Go outside comfort zone, learn from others and support their learning
Adapt with Agility:
LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
Act with Determination:
LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
Engage and Partner:
LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion:
LEVEL 2: Facilitate conversations to bridge differences, considers in decision making
People Management (Insert below standard sentence if the position has direct reports.)
UNDP People Management Competencies can be found in the dedicated site.
Cross-Functional & Technical competencies
Business Management – Project Management
- Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
Business Management – Customer Satisfaction/Client Management
- Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
- Provide inputs to the development of customer service strategy.
- Look for ways to add value beyond clients’ immediate requests.
- Ability to anticipate client’s upcoming needs and concerns.
Business Development – Knowledge Generation
- Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
Business Management – Risk Management
- Ability to identify and organize action around mitigating and proactively managing risks
Business Management – Results-based Management
- Ability to manage programmes and projects with a focus on improved performance and demonstrable results.
Finance – Budget Management
- Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
Procurement – Contract Management
- Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
Required Skills and Experience
Education:
- Secondary education is required.
- A university degree in Business Administration, Public Administration, Economics, Political Sciences, Social Sciences, or related field will be given due consideration, but it is not a requirement.
- Certification in programme/project management (e.g., PRINCE, MSP, PMP, etc.) and/or accounting/audit areas is desirable.
Experience:
- A minimum of 6 years (with secondary education) or 3 years (with bachelor’s degree) of relevant progressively responsible administrative/management or programme experience is required at the national and/or international level.
- Proficient user of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheets; experience in handling web-based management systems is required.
- Certification in programme/ project management (e.g., Managing Successful Programme, Project Management Professional, etc.) is an asset for this function.
- Knowledge and experience of handling Enterprise Resources Planning platforms such as PeopleSoft is desirable.
- Proven ability to review and edit documents and proven ability to produce meeting reports identifying key actions. is desired.
- Working experience in a UN Agency and/or an international organization is an advantage.
Language Requirements
- Fluency in English and the national language- Bahasa Malaysia is required.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Scam warning
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.