ADMINISTRATIVE ASSISTANT, G6

United Nations University; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

An international organization located in Kuala Lumpur seeks an experienced professional for an administrative role focused on human resource management, budget assistance, and general administration. The ideal candidate should possess at least seven years of relevant experience, ideally within UN agencies or similar fields. Proficiency in English and either Malay or Bahasa is essential. This temporary position offers a unique opportunity to contribute to meaningful development initiatives.

Qualifications

• A minimum of seven years of experience in administrative services, finance, accounting, or human resources.
• Experience with UN agencies, NGOs, or similar organizations is desirable.
• English and Malay or Bahasa proficiency required.

Responsibilities

• Monitor staffing and assist with human resource activities.
• Preparation of financial proposals and report on budget performance.
• Coordinate administrative support and protocol procedures.

Skills

Administrative services

Budget management

Human resources knowledge

Data analysis

Strong communication skills

Education

Completion of high school diploma

Certification in administrative services or related area

First-level university degree

Tools

Enterprise Resource Planning (ERP) system

Microsoft Teams

Job description

The UN Resident Coordinator Office (UNRCO) in Kuala Lumpur, Malaysia supports countries in achieving their development priorities and attaining the SDGs. The position reports to the Head of the Resident Coordinator's Office.

Responsibilities

Human Resources Management

• Initiates, reviews, processes and follows-up on actions related to the administration of the unit's human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.

Personnel Actions

• Monitors staffing table and prepares relevant statistical data/charts.

Budget and Finance

• Assists in the preparation and review of financial and human resource proposals/requirements.
• Consolidates budget/work programme with respect to Headquarters' budget, trust funds, grants and procurement.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Assists in preparation of the RCO's annual Integrated Budget and Workplan and budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
• Prepares or customizes financial reports from IMIS system generated reports.
• Co‑ordinates with other finance and budget staff on related issues during preparation of budget reports.
• Provides weekly updates to the Head of RCO and RCO Team on the status of the RCO budget, procurement activities, and contracting requests.

General Administration

• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Maintains and regularly updates a well‑organized and efficient filing system for the RCO and UNCT, using Microsoft Teams and other platforms as appropriate to ensure easy access and retrieval of documents.
• Organizes internal and external meetings on behalf of the RCO and UNCT, as required, ensuring effective IT and technological support, timely procurement of catering and other meeting requirements.
• Prepares RSVP lists, minutes of meetings, notes and other background materials as needed by the RCO and UNCT.
• Provides efficient and well‑coordinated support for missions of UN officials and experts to Malaysia, Singapore, and Brunei Darussalam, ensuring smooth logistical and administrative arrangements.
• Builds and maintains effective working relationships with the front offices of all UN entities and other relevant staff to support smooth coordination.
• Maintains and regularly updates the RCO asset inventory, ensuring accurate records and proper tracking of office equipment and resources.

Contract Administration

• Assists with day‑to‑day administration of contracts between the UN and external contractors for outsourced services.
• Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
• Processes the payment of contractors' invoices and monitors payments in a timely and efficient manner.
• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe‑card access and door keys.

Others

• Ensures that requirements and background information used for data analysis are documented.
• Maintains protocol procedures.

Protocol and Diplomatic Engagements

Ensures adherence to established UN and host country protocol standards in all official engagements and communications of the UNRC. This may include coordinating with government ministries, diplomatic missions, and relevant stakeholders to manage high‑level visits, courtesy calls, and ceremonial events; drafting, formatting, and processing of Note Verbales, official letters, appropriate diplomatic exchanges, and other internal and external communications on behalf of the RC and RCO.

• Represents the RCO in interagency meetings and committees such as the Common Premises Committee, Operations Management Team, administrative working groups and others.

Reporting and Information Management

• Supports related reporting via the Information Management System / UN INFO such as on common premises as needed.
• Maintains and regularly updates the RCO Leave Monitor, tracks absences and work‑from‑home arrangements of RCO team members, and provides timely reports to the Head of RCO.
• Updates and maintains repositories of partner contact lists, the RCO database of UNCT members, Results and Thematic Groups, and other inter‑agency coordination mechanisms, as well as database of stakeholder contact lists by categories.
• Performs other related duties as required.

Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

Completion of high school diploma or equivalent is required. Additional certification in any of the following areas: administrative services, finance, accounting, audit, human resources or related area is desirable. A first‑level university degree is an advantage.

Experience

A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area, is required. The minimum years of relevant work experience is reduced by two (2) years for candidates who possess a first‑level university degree. Previous experience with United Nations agencies, NGOs or similar international organization is desirable.

Working experience with an Enterprise Resource Planning (ERP) system such as Umoja (or similar), is desirable. Work experience of one (1) year or more in Data Analytics is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Either Malay or Bahasa is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

Required Languages
English – UN Level II
Malay – UN Level II
Bahasa – UN Level II

Evaluation

Evaluation of qualified candidates for this position may include a substantive assessment, such as a written test, which will be followed by a competency‑based interview by phone/Teleconference.

Special Notice

This is a Temporary Job Opening. Appointment against this position is available for a limited duration of THREE (3) MONTHS and does not carry any expectancy, legal or otherwise, of renewal.

The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

EEO Statement

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening.