Administrative Assistant (Gs-4)

LOCAL RECRUITMENT Kuala Lumpur, Malaysia VACANCY ANNOUNCEMENT ADMINISTRATIVE ASSISTANT (GS-4) Organizational Unit : Unit ed Nations University - International Institute for Global Health (UNU-IIGH) Reference Number : 2012 /UNU/IIGH/FTA/A dm Asst /12 Applications to : By Post: Director, United Nations University – International Institute for Global Health (UNU-IIGH), HUKM Complex, Jalan Yaacob Latiff, Bandar Tun Razak, 56000 Cheras, Kuala Lumpur, Malaysia By Email: [email protected] By Fax: +6 03 9171 5402 Closing Date : 25 May 201 2 United Nations University Objectives: The United Nations University (UNU) is an international community of scholars, engaged in research, postgraduate teaching and capacity development and dissemination of knowledge in furthering the purposes and principles of the Charter of the United Nations. The mission of UNU is to contribute, through research and capacity building, to efforts to resolve the pressing global problems that are the concern of the United Nations and its Member States. For more information please visit www.unu.edu . United Nations University - International Institute for Global Health (UNU-IIGH): The UNU-IIGH undertakes research, teaching and capacity development and dissemination of knowledge related to key issues of human health. 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. For more information please visit http://iigh.unu.edu . Responsibilities: Reporting to the Executive Associate to the Director, the Administrative Assistant works in close collaboration with Programme and Project staff in UNU to provide administrative support as follows: • Performs general office support and administrative functions (e.g. recording leave and attendance, processing requisitions, purchase orders, travel requests, expenditure authorizations, contracts, payment to vendors/contractors, visa applications, etc.). • Responds to or drafts routine correspondences and other communications. • Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc. • Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc. Page 1 of 2 • Assists in the preparation of various materials, statistical and other reports; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc. • Prepares and processes all relevant forms and permissions for contractual and work Unit, Section or Service UN or UNU staff (e.g. UN grounds passes, property passes, UN parking permits, swipe- card access and door keys, etc.). • Ensures proper documentation and filing (both paper and electronic). • Performs any other duties as assigned. Qualifications and Requirements: • A Diploma in Business Administration, Business Studies, Office Administration, Public Administration or related field of study. • At least one (1) to two (2) years of work experience in office administration, programme or project support services, technical cooperation or related area, preferably in an international environment. Knowledge of United Nations procedures, or operations applicable to clerical assignments, such as preparing various routine correspondence or reports, maintaining files or records, reviewing and processing mail is desirable. • Proficient in MS Office applications (Word, Excel, PowerPoint, Access, etc). Knowledge in an Enterprise Resource Planning (ERP) system such as PeopleSoft Financials or any web-based management system is an asset. • Fluency in both oral and written English is required; working knowledge of Bahasa Malaysia and/or any other United Nations official languages is an asset. • Result-oriented and self-motivated, with the ability to prioritize work and multi-task. • Good team player with strong inter-personal skills demonstrated by the ability to work in a multi- cultural, multi-ethnic environment with sensitivity and respect for diversity. Remuneration: Remuneration will commensurate with qualifications and experience according to suitability of candidates and start at the GS-4 level of the General Service Salary Scale for Malaysia duty station in the United Nations Common System salary scale, plus benefits. For more information please visit: http://www.un.org/Depts/OHRM/salaries_allowances/salaries/malaysia.htm . Duration of Contract: This is a full time employment. Initial appointment will be on a fixed-term appointment of two (2) years with the possibility of renewal on a rolling fixed-term appointment basis, subject to requirements and satisfactory work performance. This is a locally recruited post. Suitably qualified women applicants are particularly encouraged to apply. Starting Date: By 1 August 2012 or earlier. Application Procedure: Interested applicants should submit their applications, preferably by email, 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 form downloadable from United Nations University website at http://unu.edu/about/hr/how-to-apply . Please avoid using similar forms provided by other United Nations organizations; • a full contact information of three (3) referees; • the application must also indicate the reference number of the vacancy announcement (2012/UNU/IIGH/FTA/AdmAsst/12). Page 2 of 2 .

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