Programme Assistant, GS-5, Putrajaya

The Position:

The Programme Assistant position is located in the Country Office of UNFPA in Malaysia, and provides support to officers in the programmes unit. S/he is part of the Programmes Unit, which provides programme and technical support within an engagement and solution center approach, fundamental to UNFPA Malaysia’s overall strategy. The Programme Assistant is responsible for supporting the activities of the programmes unit including, among other things, programme design and implementation, research, and data analysis.
The Programme Assistant plays a key role in supporting the programmatic and operational area, assisting with the management of project activities, and contributing to the smooth functioning of technical and operational processes.

You will report to Programme Manager

How you can make a difference:

UNFPA works to uphold the rights and choices of women, girls and young people across the life-cycle. It is the lead United Nations agency for delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. The UNFPA Strategic Plan for 2026-2029 articulates the organization’s response to a complex global environment, providing a roadmap for resilience and renewal. It is designed to accelerate the implementation of the Programme of Action of the International Conference on Population and Development (ICPD) and the achievement of the Sustainable Development Goals by 2030. This mandate is pursued through a focus on four interconnected outcomes: ending the unmet need for family planning; ending preventable maternal deaths; ending gender-based violence and harmful practices; and adapting to demographic change through evidence and rights-based policies.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards and who will defend them courageously and with full conviction.

UNFPA is seeking candidates who transform, inspire, and deliver high-impact and sustained results and ensure effective external relations, communications, and partnership-building and resource mobilization in a rapidly changing development and funding landscape. We need staff who are transparent, exceptional in how they manage the resources entrusted to them, and who commit to delivering excellence in programme results.

Job Purpose:

Under the direct supervision of the National Programme Officer, and with overall guidance of the programme team, the Programme Assistant delivers quality programme support services to principally internal but also external clients, mastering all relevant rules, guidelines, processes and procedures. S/He is client and results-oriented in service of the country programme.

S/He applies established systems and procedures and assists in the creation of substantive knowledge by compiling, synthesizing and analyzing information relevant to population and development, reproductive health and gender issues.

You would be responsible for:

• Programme support
  • Assists in the hiring processes of programme/project implementing partners including selection, registration, ensuring compliance to Prevention of Sexual and Exploitation Abuse (PSEA) requirements, supporting micro assessments;
  • Assists in the coordination and reporting of programme/project planning, monitoring and evaluation including preparation of annual workplans and supporting project spot checks;
  • Compiles, summarizes, and presents basic information/data on programmes/project and related topics/ issues;
  • Participates in the preparation of annual and quarterly project workplans, and arranges for relevant work planning meetings within the office and with counterparts;
  • Facilitates preparation of project review meetings, drafts minutes of meetings and provides any other necessary logistical support to such activities;
  • Undertakes monitoring visits to project sites when required, arranging and coordinating incoming study tour visits when required.
• Financial support
  • Prepares budget revisions based on approved workplans and justifications, and monitors project budgetary commitments;
  • Generates the required financial reports in a timely manner;
  • Checks and examines various project financial reports for accuracy and consistency against approved budgets;
  • Takes required actions on operational and financial closure of projects in line with UNFPA programming guidelines and NEX procedures.
  • Follow up with implementation partners for the timely submission of quarterly FACE forms.
  • Prepares purchase orders for purchases and activities that require generation of purchase orders.
• Administrative support
  • Ensures that all official documents are prepared and kept in the project files for retrieval and archiving;
  • Facilitates project activities, or relevant missions, by arranging meeting schedules, coordinating logistical support, collecting reference documents, and maintaining records;
  • Prepares necessary documentation, minutes of meetings and notes to file for relevant transactions (e.g. grant agreements, services contracts);
  • Ensures facilitation of knowledge‐sharing between programme and operations clusters;
  • Drafts routine project related correspondence;
  • Provides information to missions, visitors and other counterparts requesting.
  • Provides administrative support for office events including sending out invitation letters, collating RSVPs.
• Communications support
  • Coordinates with consultant updates, or maintains and updates when required, the office social media accounts, as a back-up function.
  • Provides communications colleagues data or programme briefs or updates for use in communications-related materials.

Qualifications and Experience:

Education:

• Completed Secondary Level Education required. Bachelor’s degree in finance, public health, population, economics, demography and /or other related social sciences field is preferable.

Knowledge and Experience:

• Five (5) years of relevant experience in social sector/programme development is required for candidates who completed Secondary Level Education. Two (2) years of relevant experience in social sector/programme development is required for candidates who hold a Bachelor’s degree in the related field.
• Knowledge on results based management
• Working in team
• Time management and multi-tasking ability
• Knowledge of asset management
• Knowledge of financial management
• Proven skills in communication and writing.
• Ability to express clearly and concisely ideas and concepts in written and oral form.
• Knowledge of computer systems and applications (Google Workspace: Docs, Sheet, Slides, Drive) and familiarity with AI tools.

Languages:

• Fluency in English is required
• Proficiency in Bahasa Malaysia required

Required Competencies:

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change

Core Competencies:

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,

Functional Competencies:

• Logistical support
• Managing data
• Managing documents, correspondence and reports
• Managing information and workflow
• Planning, organizing and multi-tasking
• Managing financial processes
• Proficiency in current office software applications; good basic knowledge of finances and mastery of a series of financial and spreadsheet software.

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.