About UN University (UNU)
The United Nations University (UNU) is a global think tank and postgraduate teaching organization within the United Nations System. UNU engages in policy-relevant research, capacity development, and knowledge dissemination in furtherance of the purposes and principles of the United Nations. The work of UNU contributes to solving pressing global problems that are the concern of the United Nations and its Member States.
For the past five decades, UNU has been a source of impartial research on sustainability, human security, and economic development. With hundreds of researchers working at institutes in 12 countries, UNU's expertise spans the full breadth of the 17 Sustainable Development Goals, generating policy-relevant knowledge to effect positive global change. UNU collaborates closely with other UN entities and leading research institutions across the globe. For more information, please visit http://unu.edu
About Office/Institute
UNU Centre Administration is responsible for developing and implementing administrative policies governing the UNU and its global network of institutes and programmes. In addition, UNU Centre Administration provide services to internal clients in the areas of financial management, budgeting, human resources management, travel and procurement. UNU Centre Administration is located in Tokyo, Japan, with a global services centre based in Putrajaya, Malaysia.
Responsibilities
Under overall guidance and supervision of the Operations Officer, the Operation Assistant is accountable for supporting the administrative and procurement services, ensuring their effectiveness, transparency, and integrity, according to the UN Values and Behaviours promoting a client-focused, quality and results-oriented approach in the office.
1. Support Procurement processes
- Support the Supply Chain Management (SCM) ERP business process, assist users with issue resolution and update user guides.
- Monitor and report on procurement transactions and spend analysis on monthly basis.
- Ensure compliance of procurement activities with UN/UNU rules, regulations, policies, and strategies; implementation of effective internal control; proper functioning of a client-oriented procurement management system.
- Coordinate Acquisition Plans with UNU offices annually in Q1 with quarterly updates.
- Review and analyze technical specifications to ensure completeness, accuracy, and competitiveness, and identify appropriate courses of action.
- Respond to queries on procurement policies and procedures, technical specifications, pricing, and product/service availability, as well as cost-effective alternatives.
- Maintain the vendor/supplier evaluation reports and ensure reports are submitted by offices by 31 March yearly.
- Support the UNU Putrajaya office procurement by conducting market research to identify new technologies, products/services to keep abreast of market developments, and verifying market and supplier information.
- Support execution of procurement processes, which include preparation and conduct of solicitations, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UN rules and regulations, submit cases for clearance to UN Procurement Department (UN PD) and for approval by the appropriate Approving Authorities.
- Prepare routine procurement reports.
2. Support asset management business processes and oversight
- Handle all aspects of asset management (AM) for the Putrajaya office, including tagging assets immediately upon receipt; update physical attributes of assets such as tag number, serial number, asset location, and custodian information into the AM module; issue Personal Property Receipts (PPR) for custodial items and maintaining a register of PPR items to ensure assets are safeguarded and returned; perform physical verification and reconcile the results to the AM asset register and resolve discrepancies.
- Support UNU-wide asset management oversight, including the review of Case Report and Recommendation (CRR) Form from offices for assets that are transferred, impaired, destroyed, stolen, lost, etc. and obtain authorization from the Director of Administration; follow up with disposal actions from offices upon approval.
- Coordinate/ follow-up with offices for the non-capital assets verification exercise that are due.
3. Support travel business process
- Support the UNALL Travel ERP business process, assist users with issue resolution and update user guides.
- Monitor and report on travel transactions and spend analysis on monthly basis.
- Prepare required reports for UNHQ for UN Air Travel Insurance Policy yearly renewals by end of March.
- Review enquiries from offices on and advise on travel entitlement calculations that are compliant with UNU Travel Policy.
- Create Travel Requests and Travel Claims for UNU Putrajaya office personnel.
4. Support UNU Putrajaya office administration
- Support UNU Putrajaya office administration, including the planned relocation of UNU office.
- Respond to emails and participate in meetings with other UN entities on UN house common services matters.
- Coordinate with UNU colleagues and/or UNDP colleagues for matters pertaining access cards, file report for office maintenance issues, room bookings, etc..
5. Support the implementation of year-end financial closing and audit findings and recommendation
- Assist in the preparation of information required for the year-end financial closing activities.
- Assist with the preparation of information required to respond to audit findings and recommendations.
6. Perform other duties as assigned by supervisor.
Key performance indicators
- Timely and quality coordination and completion of procurement processes.
- Quality market research from a variety of sources and application of good judgment in the context of assignments given.
- Timely and quality contribution to agreed procurement strategies, accurate identification of priorities and risks.
- Timely and accurate support of audit processes.
- Timely and quality reports.
- Timely, organized, and quality data preparation.
- Timely and organized office operations.
Competencies
Values:
- Inclusion — take action to create an environment of dignity and respect for all, regardless of age, culture, disability, ethnicity, gender, gender identity, gender expression, geography, grade, language, nationality, racial identity, religion, sex, sex characteristics, sexual orientation, social origin or any other aspect of identity
- Integrity — act ethically, demonstrating the standards of conduct of the United Nations and taking prompt action in case of witnessing unprofessional or unethical behaviour, or any other breach of UN standards
- Humility — demonstrate self-awareness and willingness to learn from others
- Humanity — act according to the purposes of the United Nations: peace, dignity and equality on a healthy planet
Behaviours:
- Connect and collaborate — build positive relationships with others to advance the work of the United Nations and work coherently as One UN
- Analyse and plan — seek out and use data from a wide range of sources to understand problems, inform decision-making, propose evidence-based solutions and plan action
- Deliver results with positive impact — hold oneself and others accountable for delivering results and making a positive difference to the people and causes that the United Nations serves
- Learn and develop — pursue own learning and development and contribute to the learning and development of others
- Adapt and innovate — demonstrate flexibility, agility and the ability to think and act in novel ways
