Office Administration à Malaisie

Job Description

Background

As a key component of the strategic direction of the UNDP Bureau for Management Services (BMS), and with an emphasis on cost-effective operations and a client-oriented approach, the Global Shared Services Centre (GSSC) combines resources from its main centres in Copenhagen and Kuala Lumpur, and its regional service centres in Amman, Addis Ababa, Dakar, Istanbul, and Panama. It delivers high-quality services in areas such as Payroll, HR Administration, Recruitment, Accounts Receivable, Accounts Payable, Fixed Assets, General Client Inquiries, Reporting, and Quantum support to UNDP offices and external client entities worldwide. Through its functional service lines, the GSSC ensures high-quality and timely delivery of services to 170+ UNDP country offices, regional and central bureaus and more than 70 other UN clients.

The role of the GSSC Communications Unit is to adopt UNDP’s global communication strategy to a local context and the GSSC strategic priorities. Through the production of high-quality communication materials and innovative use of relevantly targeted communication channels (internal and external), the communications team works collaboratively to position GSSC as a leader in the shared services arena and promote visibility of GSSC service delivery results.

Under the guidance and direct supervision of the Communications Specialist, the Communications Associate supports the formulation and implementation of the communications and advocacy strategies tightly linked to the GSSC priorities, helps position the GSSC as a leader in ways that boost demand for various service lines and increase overall business opportunities. Under guidance, increases the standing and awareness of UNDP with partners, the media and the public. The Communications Associate promotes a client-oriented approach in UNDP.

The Communications Associate works in close collaboration with the GSSC Directorate, service delivery and other GSSC teams, staff of other UN Agencies, UNDP Communications staff in Regional and HQ units.

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

1. Support the implementation of internal and external communication and outreach strategies in the GSSC.
2. Provide support for the GSSC communication needs assessments (e.g. service offer, service delivery and corporate change initiatives).
3. Provide support to GSSC service delivery teams in implementing the GSSC communication action plan.
4. Gather information from different service lines to share with Communication Specialist and to archive for future use in communication activities.
5. Maintain an information database and photo library that includes reviewing and identifying reference materials for retention.
6. Support the implementation of the GSSC publication strategy and plan.
7. Coordinate with service delivery teams to identify leads for different communication publications.
8. Provide support to translate, edit and proofread different articles and content.
9. Supervise publications dissemination that includes maintaining contact with printers and other suppliers to ensure both production and dissemination of publications.
10. Ensure application of corporate guidelines for any digital content included on GSSC website, intranet, social media and other channels.
11. Assist in updating GSSC website in line with corporate guidelines.
12. Design content for website, social media and other communication channels in line corporate guidelines.
13. Support GSSC communication campaign and advocacy initiatives to increase awareness of GSSC’s mandate, goals and results through dissemination of information.
14. Develop campaign materials for marketing and awareness-raising campaigns, including briefing and other materials in coordination with the supervisor.
15. Organize engagement sessions/events with internal and external clients and other GSSC stakeholders, including briefing sessions, seminars, and interviews.
16. Organize and implement joint UN information campaigns (UN Day, etc.).
17. Track and generate a report on the progress of campaign and advocacy implementation.
18. Assist Communications Specialist in knowledge management and dissemination.
19. Compile knowledge products from service delivery teams and ensure they are properly archived.
20. Upload content on Internal database and website.
21. Work with suppliers/vendors as and when necessary.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.

Competencies

Core Competencies

1. Achieve Results - LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
2. Think Innovatively - LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
3. Learn Continuously - LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
4. Adapt with Agility - LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
5. Act with Determination - LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
6. Engage and Partner - LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
7. Enable Diversity and Inclusion - LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical Competencies

Business Management

1. 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.

Communication

1. Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Digital Awareness and Literacy

1. Ability to monitor new and emerging technologies, as well as understand their usage, potential, limitations, impact, and added value. Ability to rapidly and readily adopt and use new technologies in professional activities, and to empower others to use them as needed. Knowledge of the usage of digital technologies and emerging trends.

Communications

1. Digital asset management - Ability to use digital asset management (DAM) systems to effectively store, share and organize digital assets such as images, videos and other media.
2. Multimedia writing/editing - Ability to create and/or edit written content for multimedia.
3. Social Media management - Ability to represent and promote the UNDP brand in virtual communities and networks.
4. Writing and editing - Ability to create and/or edit written content in different UN languages.

Education

Required Skills and Experience

1. Secondary education is required.
2. A university degree in Communications, Journalism, or Advertising will be given due consideration, but it is not a requirement.

Experience

1. Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant communications experience preferably providing communication packages at the national level to promote the activities of an international development organization.
2. Experience in the use of computers, office software packages (MS Word, Excel, etc), database packages, and web-based management systems such as ERP is required.
3. Experience in digital communications and the use of related platforms is required.
4. Experience in working with social media (e.g. LinkedIn) is desired.
5. Experience in social media is an advantage.
6. Knowledge of and experience with Adobe software solutions (Photoshop, Audition, Premiere, etc.) is an asset.
7. Fluency in English is required.
8. Fluency in Bahasa Malaysia is required for local staff.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.