POSITION: GS-5
REFERENCE NO.: 2019/UNU/IIGH/FTA/AA/00063606
LOCATION: Kuala Lumpur, Malaysia
Timezone: UTC +9
CLOSING DATE: 2019•06•16

Organisational Unit: UNU International Institute for Global Health (UNU-IIGH)

About UN University

For the past four decades, UNU has been a go-to think tank for impartial research on the pressing global problems of human survival, conflict prevention, development, and welfare. With more than 400 researchers in 13 countries, UNU’s work spans the full breadth of the 17 SDGs, generating policy-relevant knowledge to effect positive global change. UNU maintains more than 200 collaborations with UN agencies and leading universities and research institutions across the globe.
United Nations University International Institute for Global Health (UNU-IIGH)

UNU-IIGH is one of 14 research and training centres that comprise the UNU system. As a UN think tank, the mission of UNU-IIGH is to build knowledge and capacity for decision-making by UN agencies, programmes, and member states about global health issues. The aim is to contribute to the development and strengthening of health services policy frameworks and management actions, particularly for people in developing countries, and to support implementation of promotive and preventive approaches to human health. UNU-IIGH’s research and capacity building in global health relates specifically to informing the policy debates and directions that ensure that in keeping with the Sustainable Development Goals (SDGs) “no one is left behind”.

We are looking for outstanding individuals with high level administrative skills, a strong commitment to high quality outputs, efficiency, and customer service to bring a significant contribution to the local and international expansion of UNU-IIGH’s operations.

For more information please visit http://iigh.unu.edu
Responsibilities

The main duties and responsibilities of the Administrative Assistant include the following:

HR services and contract administration

• liaise with the UNU Central Administrative Office in Putrajaya and the UNDP Global Shared Services Unit in Copenhagen to support UNU-IIGH staff recruitment and employment
• manage the recruitment process from vacancy announcement through to onboarding and HR support
• serve as liaison with the relevant Malaysian Government authorities for the operationalisation of the protocol on immunities and privileges for UN staff
• perform general office support and administrative functions to support HR (e.g. recording personnel leave and attendance, travel requests, contracts preparation, visa applications, etc.)

General administration

• prepare and process all relevant forms and permissions for contractual and work unit, UNU staff (e.g. grounds pass, parking permits, swipe-card access and door keys, etc.)
• respond to or draft routine correspondences and other communications
• assist in the preparation of various materials and other reports, handles arrangement for printing and translation as necessary, and coordinate shipment arrangements, courier services, etc.
• ensure proper documentation and filing (both paper and electronic)
• perform any other duties as assigned

Building maintenance

• serve as liaison for the management of host institution logistics and facilities
• oversee maintenance contracts and log reports for repairs if required
• liaise with the building owner for various issues related to servicing and repairs of facilities
• obtain quotations, draft letters to the Department of Higher Education and Building Working Group, and take minutes of meetings

Minimum qualifications and requirements

Qualifications and experience

• a Diploma in Business Administration, Business Studies, Office Administration, Public Administration or related field of study
• at least four (4) years of work experience in office administration, or a related area, preferably in an international environment; knowledge of the UN system would be an advantage
• good MS Office application (Word, Excel, PowerPoint) skills; knowledge in an enterprise resource planning (ERP) system such as Atlas or any web-based management system is an asset
• fluency in both oral and written English is required; working knowledge of any other United Nations official languages is an asset
• result-oriented and self-motivated, with the ability to prioritise work and multitask
• good team player with strong interpersonal skills demonstrated by the ability to work in a multicultural, multi-ethnic environment with sensitivity and respect for diversity

Remuneration

Remuneration will be commensurate with the qualifications and experience of the successful candidate, and will be within the salary scale of GS-5 level of the General Service salary scale for Kuala Lumpur (duty station) in the UN Common System Salary Scale. For more information, please visit http://www.un.org/Depts/OHRM/salaries_allowances/salaries/malaysia.htm

The Rector reserves the right to appoint a candidate at a level below the level advertised.
Duration of contract

This is a full-time, fixed-term appointment. The initial appointment shall normally be for a fixed-term of one (1) year with the likelihood of renewal on a rolling fixed-term appointment basis, subject to satisfactory performance. The mandatory age of retirement for United Nations staff is 65 years old.

Staff members of the UNU are international civil servants subject to the authority of the Rector and may be assigned to any of the activities or offices of UNU.

This is a locally recruited position and no relocation allowance applies. Applications from women candidates are particularly encouraged.

Starting date: As soon as possible.

Application Procedure:

Information about how to apply is provided below – please read carefully to ensure that any further inquiries relate to information not already provided. We recommend that applicants review the information on how to apply for jobs with the UN (https://careers.un.org/lbw/home.aspx?viewtype=AP&lang=en-US) to assist with the submission of a competitive application.

Interested applicants should submit their applications, preferably by email to (unu.iigh.director@unu.edu), and must include the following:

• a cover letter setting out how the qualifications and experience match the requirements of the position
• a curriculum vitae with a completed and signed UNU Personal History (P.11) form (http://unu.edu/about/unu-services/hr/applying-for-a-position#files); please avoid using similar forms provided by other United Nations organizations;

Please indicate the reference number of the vacancy announcement (2019/UNU/IIGH/FTA/AA/00063606)

Related Files: https://i.unu.edu/media/unu.edu/hr/98196/Re-advertised_Vacancy-Announcement_Admin-Assistant.pdf

Job Email id: unu.iigh.director(at)unu.edu