Project Finance Assistant

Background

The General Election on 9 May 2018 has resulted in a new coalition Pakatan Harapan (PH), led by the previous Prime Minister Dr. Mahathir Muhammad, coming to power in Malaysia - in the first ever change in ruling political coalition since independence. PH ran on a platform of comprehensive governance reform agenda which is captured in their manifesto, where 21 of 60 commitments are related to good governance. One of the key aspects of this reform agenda is anchored within comprehensive electoral reform, aimed at fostering more inclusive political processes, that the government wants to undertake within the next few years.

There are two electoral management bodies that are to lead this electoral reform agenda. Both have discrete yet very much interlinked roles. The Electoral Reform Committee (ERC) was established by the Prime Minister in August 2018 with a broad mandate to review Malaysia's electoral laws and processes. It is tasked with presenting, within two years (i.e. by August 2020), recommendations to the Government on a full range of electoral issues.

The Election Commission or SPR (as the Election Commission is known) is also a designated driver of reform with new leadership at its helm. The SPR have taken useful first steps in engaging political actors, including from the opposition, as well as civil society and intends to tackle operational issues that do not require legislative amendments. Among these, a thorough review and 'cleaning' of the voter roll is a top priority.

In this context, to help develop a clear roadmap for turning ideas into concrete proposals with broad political and popular support, the ERC and the SPR have expressed a desire for UNDP support, in the form of technical expertise and comparative knowledge of international practice. The EMBs also requested ongoing strategic advice in managing the process of reform, to assist in the clean up of the electoral roll, strengthen operational and legal processes pertaining to elections. Furthermore, need was expressed for the UNDP to coordinate a single channel of assistance offered by other international partners to maintain coherence while availing the EMB's best possible support.

To support the EMBs take the reform agenda forward, at the request of the Government of Malaysia, UNDP has developed an electoral assistance project (“the Elections Project”) for a period of 24 months, which will be coordinated by a Chief Technical Advisor based with the Elections Commission. UNDP Malaysia is hiring a Project Finance Assistant who, under the direct supervision of the Governance and Institutional Reform Specialist, will work closely with the Chief Technical Advisor and other designated project personnel as necessary to ensure successful implementation of the project activities.

The Project Finance Assistant will support the effective and efficient management of the project through a range of actions contributing to the design, planning, management and monitoring of project activities. The Project Finance Assistant applies and promotes the principles of results-based management (RBM), as well as a client-oriented approach consistent with UNDP rules and regulations.

The Project Finance Assistant works in collaboration with Programme, Operations and stakeholders as required to exchange information and support programme delivery.

Duties and Responsibilities

1. Ensures provision of support for the implementation of project/operational strategies and procedures, focusing on achievement of the following results:

• Provision of inputs to preparation of the team results-oriented workplans;
• Preparation of routine correspondence, faxes, memoranda and reports in accordance with SOP;
• Assist in arranging logistics, preparing agenda and coordinating with related stakeholders for organizing workshops as and when required;
• Assist in minutes taking for program/project meetings and in drafting research reports as required;
• Assist in coordinating of the planned events of the project;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports.

2. Ensures effective accounting, administrative and logistical support, focusing on achievement of the following results:

• Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies;
• Assistance in proper control of the supporting documents for payments and financial reports for the project; payment execution;
• Processing of financial documentation and maintaining internal expenditures control system by ensuring transactions are correctly recorded and posted in Atlas; travel claims and other payments are duly processed;
• Provision of information for reports on financial status, procedures, exchange rates, costs and expenditures and potential funding problems;
• Assistance in the preparation of budget, provision of information for audit;
• Arrangements of travel and hotel reservations, preparation of travel authorizations, and other documents;
• Administrative support to organization of conferences, workshops, meetings. and other events;
• Extracting, inputting, copying and filing data from various sources as required;
• Maintenance of the proper filing system for financial records and project documents.

3. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in the training for the operations/programme staff;
• Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results will have an impact on the timely delivery of project outputs Accurate data entry, presentation of financial information and client-oriented approach strengthens the capacity of the project as an effective contributor to electoral reform in Malaysia.

Competencies

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Demonstrates/safeguard ethics/integrity

Functional Competencies:

Knowledge Management and Learning

• Shares knowledge and experience
• Provides helpful feedback and advice to others in the office
• Be flexible as member of the team to assist Admin-supporting staff as required;

Development and Operational Effectiveness

• Demonstrates excellent knowledge of driving rules and regulations and skills in minor vehicle repair
• Demonstrates excellent knowledge of protocol
• Demonstrates excellent knowledge of security issues
• Be proactive, energetic, committed and innovative and demonstrates initiative
• A team player and able to facilitate team work

Leadership and Self-Management

• Focuses on result for the client
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure
• Responds positively to critical feedback and differing points of views
• Excellent in handling human relations, coordination, planning and team work

Required Skills and Experience

Education:

Degree or equivalent in Social Science preferably in Public Administration, Political Science, Business Administration, Development Administration or Public Policy, or related area.

Experience:

• At least 4 years of relevant working experience as a project assistant in a relevant field. Experience in administrative, financial and technical field will be an added advantage. Relevant exposure to UN projects will be an asset.
• Project assistant or coordination experience will be essential. Candidate must be able to multitask and work independently and under pressure.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc). Experience in handling of web-based management systems will be an advantage.

Language Requirements:

Fluent in written and spoken English and Bahasa Malaysia.

Disclaimer

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: 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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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