Administrative Assistant

UNCTAD - United Nations Conference on Trade and Development; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A prominent international organization in Kuala Lumpur is hiring an Administrative Assistant for a temporary position. The role involves managing human resources activities, assisting in budget preparation, and responding to inquiries related to administrative procedures. Candidates should have at least seven years of administrative experience and speak English and Malay. This temporary role offers an opportunity to work in a dynamic environment within an esteemed organization.

Qualifications

• Minimum seven years of experience in administrative services or related area.
• High level of professionalism and reliability in administrative tasks.
• Ability to apply knowledge of UN rules and procedures.

Responsibilities

• Manage human resources activities including recruitment and training.
• Prepare and review financial proposals and monitor expenditures.
• Draft correspondence related to administrative and financial matters.

Skills

Administrative functions

Human resources management

Budget and finance

Communication

Client orientation

Education

High school diploma or equivalent

Job description

ADMINISTRATIVE ASSISTANT (Temporary Job Opening) UNCTAD - United Nations Conference on Trade and Development Kuala Lumpur National GS-6, General Service - No need for Higher Education - Locally recruited position level Speaks English, Malay Application deadline: January 29, 2026 Closing soon Apply

Org. Setting and Reporting

This position is located in the Automated System for Customs Data (ASYCUDA) Programme in the Division on Technology and Logistics (DTL) of the United Nations Trade and Development (UNCTAD) in Kuala Lumpur, Malaysia. The incumbent reports to the ASYCUDA Regional Coordinator for Asia.

Responsibilities

Under the supervision of the ASYCUDA Regional Coordinator for Asia, the Administrative Assistant will be responsible for the following duties:

• 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.
• Human Resources Management – 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.
• Human Resources Management – Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through Umoja.
• Human Resources Management – 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.
• Budget and Finance – Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• General Administration – Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• General Administration – Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• General Administration – 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).
• General Administration – May be responsible for guiding, training, and supervising the work of more junior General Service staff.
• General Administration – 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.
• Contract Administration – Assists with administration of contracts between the UN and external contractors for outsourced services.
• Contract Administration – Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
• Contract Administration – Processes the payment of contractors' invoices and monitor payments.
• Contract Administration – Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff.

Competencies

• PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc.; applies knowledge of UN administrative, financial and human resources rules and regulations; demonstrates professional competence, reliability, and calm under pressure; supports gender equality and inclusive practices.
• COMMUNICATION: Speaks and writes clearly, listens to others, interprets messages accurately, and tailors language to the audience; maintains open, two-way communication.
• CLIENT ORIENTATION: Considers staff and stakeholders as clients; maintains productive partnerships, identifies needs, and ensures timely delivery of products or services.

Education

High school diploma or equivalent.

Job - Specific Qualification

Not available.

Work Experience

A minimum seven years of experience in administrative services, finance, accounting, audit, human resources or related area, is required. The minimum is reduced to five (5) years for candidates who possess a first-level university degree or higher. Experience working with international organizations, such as the United Nations, is desirable.

Languages

English and Malay are required. The UN working languages are English and French; this job opening requires English and Malay. For details see the UN Language Framework reference.

Assessment

Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.

Special Notice

• This position is temporarily available for six months. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
• This temporary job opening may be limited to "internal candidates," who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
• At the United Nations, the paramount consideration in recruitment is efficiency, competence and integrity with regard to diversity. The UN is committed to creating a diverse and inclusive environment. The UN recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities.
• The appointment or assignment and renewal thereof are subject to post availability and funds.
• Appointment or assignment against this position is for an initial period of three months.
• The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity. Female candidates are strongly encouraged to apply.
• An impeccable record for integrity and professional ethical standards is essential.

United Nations Considerations

According to the UN Charter, the recruitment is based on the necessity of efficiency, competence and integrity. Candidates will not be considered if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment. Other recruitment and conduct standards apply as described in the document cited above.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS. THE UNITED NATIONS DOES NOT REQUEST OR RECEIVE INFORMATION ON APPLICANTS’ BANK ACCOUNTS. Candidates are responsible for complying with deadlines. No amendments to applications will be accepted after submission.