Job Description

a. Support the project team to ensure effective project planning and implementation.

• Support the formulation of work plans, provide daily support on timely execution of the project approved work plans (including administrative management activities in accordance with corporate compliance rules and practices);
• Assume overall responsibility for administrative matters of a more general nature, such as registry and maintenance of project files and records.
• Steer the coordination, preparation and follow-up of communication and meetings with the oversight group.
• Assists in monitoring the progress throughout the project cycle using signals of change methodology as a way to regularly assess progress in line with the annual work plan.
• Arrange duty travels as required, ensuring proper use of UNDP resources and client satisfaction.
• Drafts meeting minutes and comprehensive reports.
• Organise and coordinate the procurement of services and goods under the projects.
• Supports other project-related activities as required by the National Project Coordinator.

b. Provide support to the effective project financial management.

• Prepare request for payments and ensure the supporting documents are available and in accordance with UNDP rules.
• Prepare budgets, budget revisions and financial reports and monitor the expenditures related to the project.
• Function as the point of contact on operational questions.

c. Support implementation of the national commodity platform / multi-stakeholder process.

• Provide support and assistance to the National Project Coordinator and facilitate organizing multi-stakeholder workshops and events.
• Support the development of relationships and liaise with key project stakeholders and partners;
• Coordinate with the key counterparts of the project and assist in information dissemination.

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

Institutional Arrangement

Under the supervision of the National Project Coordinator, the Project Associate works in close collaboration with the project team, UNDP CO and where relevant UNDP Global FACS team for effective achievement of results, anticipating and contributing to resolving complex project-related issues and information delivery. The incumbent is expected to exercise full compliance with UNDP programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.

Core Competencies

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

Cross-Functional & Technical Competencies

• Business Direction and Strategy Strategic Thinking

-Ability to develop effective strategies and prioritized plans in line with UNDP\'s objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions
-Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP

• Business Direction and Strategy - System Thinking

-Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

• Business Management - Project Management

-Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.

• Business Management - Partnership management

-Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies. Sets overall direction for the formation and management of strategic relationships contributing to the overall positioning of UNDP.

• Administrative & Operations - Events Management (including retreats, trainings and meetings)

-Support offices with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

• 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 OR
• Bachelor\'s degree in Project Management, Business Administration, International Development, Finance, Public Administration or related fields, will be given due consideration, but it is not a requirement.

Experience:
Min. years of relevant Work experience A minimum of 6 years (with high school diploma) or 3 years (with bachelor\'s degree) of progressively responsible administrative or project experience is required.

Required skills :

• Demonstrated experience in project cycle management involving multiple partners and stakeholders in the national and/or sub-national setting.
• Demonstrated understanding of the national context.
• Experience in engaging with high-level stakeholders from both the public and private sector.
• Experience in using office software packages (MS Word, Excel, PowerPoint, etc.)

Desired additional skills and competencies :

• Familiarity with the value chains of the palm oil industry.
• Experience in multi-stakeholder collaboration processes.
• Prior experience working with the United Nations Development Programme or other United Nations agencies.

Required Language(s) (at working level) :

• Fluency in English and Malay (reading, writing, speaking) is required.

This role is set to be based in Kota Kinabalu, Sabah, Malaysia.

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