Job Description

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CORPORATE BACKGROUND

UNDP works in about 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results. UNDP is working to strengthen new frameworks for development, disaster risk reduction and climate change. We support countries\' efforts to achieve the new Sustainable Development Goals, which will guide global development priorities through 2030. The key 2030 Agenda principle of leaving no one behind and stamping out inequality is at the core of everything we do.

UNDP focuses on helping countries build and share solutions in three main areas:

• Sustainable development

• Democratic governance and peacebuilding

• Climate and disaster resilience

In all our activities, we encourage the protection of human rights and the empowerment of women, minorities and the poorest and most vulnerable.

INTERNSHIP OFFICE BACKGROUND

UNDP, as an integral part of its mission to fight poverty and improve the lives of people around the world, is committed to being open, transparent, and accountable. In 2015, as part of this commitment UNDP established a Global Shared Services Centre (GSSC) to ensure optimal and consistent provision of operational services in the areas of finance, HR, procurement, administration to UNDP Offices worldwide, and to provide training to UNDP Offices where needed. The Global Shared Services Centre (GSSC) is part of the Bureau for Management Services (BMS).

As an essential component of the strategic direction of the UNDP Bureau for Management Services (BMS) and the emphasis on the provision of cost effective and integrated management transactions services, the UNDP Global Shared Services Centre (GSSC) combines the resources of GSSC Copenhagen, GSSC Kuala Lumpur and new regional centres in line with approvals from the Executive Group such as Panama, Dakar and Istanbul.

DUTIES AND RESPONSIBILITIES

1.Effective and efficient administrative support and facilities management, focusing on the achievement of the following results:

• Support in the organization and coordination of the maintenance of the premises, office space management and the provision of common services
• Support in the organization of workshops, conferences, retreats
• Assist with the supervision of cleaning services
• Coordination of common premises
• Prompt reporting and investigation of cases of damage, loss or theft of items
• Any other related matters assigned by the supervisor

2. Provide support for administrative, procurement and financial control in the office, focusing on the achievement of the following results:

• Maintenance of finance control records such as commitments and expenditures
• Proper control of supporting documents of funds and activities
• Organization of payment processes, including preparation and verification of supporting documents
• Provision of the information for the audit
• Support on small and direct procurement processes
• Any other related matters assigned by the supervisor

3. Provide support to proper supply and assets management, focusing on the achievement of the following result:

• Coordination of the provision of reliable and quality office supplies
• Elaboration and implementation of inventory management
• Implementation of inventory and physical verification control in the GSSC and projects
• Any other related matters assigned by the supervisor

4. Ensure effective logistical support, focusing on the achievement of the following result:

• Support incoming visitors and IP Staff with their required documentations - visas, ID cards, permits, licenses, UNLPs and other relevant documents
• Support with coordination with local authority on Protocol matters
• Logistical support for events, staff\'s cubicle/desk layout and space management
• Provide support for outgoing documents - courier
• Act as custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping log of distribution
• Maintenance of the filing system ensuring safekeeping of confidential materials
• Support the coordination of travel arrangement
• Coordination of transportation services

COMPETENCIES AND SELECTION CRITERIA

• Interest and motivation in working in an international organization
• Good analytical skills in gathering and consolidating data
• Outgoing and initiative-taking person with a goal oriented mind-set
• Communicates effectively when working in teams and independently
• Good in organizing and structuring various tasks and responsibilities
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Responds positively to feedback and differing points of view
• Demonstrated research and analytical capacity
• Proven ability to manage diverse and complex tasks, with tight deadlines
• Consistently approaches work with energy and a positive, constructive attitude

RECRUITMENT QUALIFICATIONS

1.Education

Candidates must meet one of the following educational requirements:

• currently in the final year of a Bachelor\'s Degree; or
• currently enrolled in a Master\'s Degree; or
• have graduated no longer than 1 year ago from a Bachelor\'s or Master\'s Degree or equivalent studies.

Field of study: Public/Business Administration or equivalent.

2.Experience

IT skills:

• Knowledge and a proficient user of Microsoft Office productivity tools; and
• Experience with an ERP system is desirable (Oracle Cloud is preferred).

3.Language Requirements

• Fluency in English and Malay is required.
• Knowledge of other UN languages is an advantage.

INTERNSHIP CONDITION

• UNDP will not pay interns for internship but will provide a stipend in the amount of MYR 637. 50 monthly in accordance with the provisions of the UNDP internship policy; all other expenses connected with it will be borne by the intern or their sponsoring Government or institution
• UNDP accepts no responsibility for costs arising from accidents and/or illness or death incurred during the internship
• Interns are not eligible to apply for, or be appointed to, any post in UNDP during the period of the internship
• Interns must provide proof of enrolment in a health insurance plan
• Interns are not staff members and may not represent UNDP in any official capacity
• Interns are expected to work full-time, but flexibility is allowed for education programmes
• Interns need to obtain financing for subsistence and make own arrangements for internship, travel, accommodation, etc.
• Interns will accrue leaves at a rate of 1.5 days per month and will be granted off-days on official UN holidays for Malaysia. If exceptional leave arrangements are necessary, requests must be submitted to and be approved by the supervisors in advance to ensure adequate office arrangements

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

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.

Disclaimer

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

United Nations Development Programme