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Deadline for Applications November 25, 2026 Hardship Level (not applicable for home-based) A (least hardship) Family Type (not applicable for home-based) Family Staff Member / Affiliate Type UNOPS LICA4 Target Start Date 2026-12-01 Terms of Reference 1.General Background The UNHCR Private Sector Partnership (PSP) launched Private Sector fundraising activities in Malaysia in 2017. The development of this market will support the global organization in expanding its supporter base and building stable and predictable income stream from the private sector within Malaysia. Ultimately, UNHCR Malaysia can provide even more support to refugees and other persons of concern. As in other markets PSP operates in, a PSP goal in Malaysia is to establish a sustainable source of funding through monthly donors to be recruited via Face-to-Face (F2F) and later in 2018 the acquisition channel expanded into others i.e. digital, telemarketing, etc. UNHCR operations in Malaysia, currently benefiting 198,000 refugees and other persons of concern, provides an excellent operational context to present UNHCR to the public in a compelling manner and seek financial support from individual donors in support of UNHCR programs in Malaysia and worldwide. PSP activities in collaboration with other units also contribute to raise UNHCR brand awareness and improve public perceptions on refugees. UNHCR is now looking for a highly motivated and self-driven PSP Assistant to support day to day data reporting, donor inquiry and clerk/administrative work, the incumbent will assist PSP officer on the PSP administrative i.e. Purchase Order process, invoices, etc. 2.Purpose and Scope of Assignment - Assist to prepare the Financial transactions are processed in line with relevant policies and procedures. - Assist to prepare the budget and accounting data by checking files, calculating expenditure and estimating projections. - Assist to issue PO and non-PO vouchers including monthly salaries of UNHCR staff, daily subsistence allowance to staff going on official missions, cost of air-tickets, requisitions of goods and services based on agreements with the suppliers, office running common cost, rental and salary advances, lease agreements of UNHCR offices, etc. - Assist to prepare the payment request memo for procurement and service payments. - Assist the supervisor to monitor and record expenditure/disbursement of funds. - Assist to process on-line bank transfers ensuring that bank accounts of staff and suppliers are complete. - Assist colleagues to prepare and drafting of procurement documents, including making quotations (RFQ)and invitation for tender (RFP); Assist to follow-up of relevant procedures and correspondence. - Assist to prepare and maintain efficient and timely archiving system of physical and electronic files to ensure that all documents are accounted for. - Assist the management of petty cash flow - Assist to arrange appointments/meetings both internal and external. - Assist to organize the receive, review, sort and distribute all incoming and outgoing correspondence, office pouch and material, highlight priority items and attach necessary background information. Maintain a follow up system. - Support to facilitate implementation of Personnel administrative formalities and processing of documents in relation to official travels, leaves and movements of staff. Support staff members with processing personnel-related documentation. - Assist to maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all admin procurements and disposal of UNHCR property are done and recorded accurately. - Following instructions from the supervisor make logistic and administrative arrangements for seminars, workshops, and briefings that may be required by the Office/Division. - Assist to monitor office/compound facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all time. - Perform other related duties as required. - Act as Human Resources focal point for PSP Malaysia - Any other responsibilities as delegated by the supervisor(s); 3. Monitoring and Progress Controls - Supervision by PSP Officer - Weekly work report to supervisor - Mid-year and year-end evaluations 4. Qualifications and Experience a. Education - Completion of Secondary Education, or University level education in communication, marketing or other related fields b. Work Experience - Minimum 1 year for High School Diploma and zero year for BA or higher in customer services or individual donor or digital agency services is an asset. c. Key Competencies - Ability to manage a complex and diverse workload and to work to tight deadlines - Ability to work independently without direct supervision - Excellent experience of computerized accounts packages, Excel, PowerPoint and Word - Well-articulated, good communicator at ease with persons of different cultural/educational backgrounds. - Knowledge of refugee issues and of UNHCR or another human rights-oriented agency an asset. - Knowledge of other UN languages eg. Mandarin an asset, as well as Cantonese - Excellent knowledge of English and Bahasa Malaysia in written, oral, comprehension - Good knowledge of UNHCR Admin and Financial rules, procedures and processes will be an asset - Good analytical skills, familiar with Excel, able to interpret and act on performance reports. Standard Job Description Required Languages , , Desired Languages , , Additional Qualifications Skills Education Certifications Work Experience Other information This position doesn't require a functional clearance Remote No Important notice: Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing or training). Read about how to avoid scams and fraudulent job offers. Please note that applications are only accepted via the UNHCR online recruitment platform. CVs and/or application requests sent via email will not be answered, reviewed nor considered. For external applicants: We would like to call your attention on the eligibility of International Professional (P) category: According to our Recruitment and Assignments Policy, P staff members will not normally serve in the country of their nationality, and the first regular appointment in the P category must be outside the staff member's country of nationality. In practical terms this means that you are not eligible to apply for International Professional vacancies advertised in the country where you are national of. In case of technical difficulties when applying, external applicants (not current UNHCR workforce members) can write to [email protected]. For former UNHCR Colleagues: Former UNHCR employees who are on mandatory break-in service or have separated from UNHCR after 1 October 2022 should create an account through this platform. Once you fill in your basic personal information (employee ID, birth date, name, email address), Workday will identify you as prior personnel and merge your employee account with your external applicant account. The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity. UNHCR, the UN Refugee Agency, takes the lead in protecting people forced to flee wars and persecution around the world, providing life-saving aid including shelter, food and water to ensure their basic safety, rights and dignity. With 18,879 women and men working in 137 countries, we work tirelessly to make a difference in the lives of 89.3 million forcibly displaced people worldwide. Our dedicated and professional staff work around the clock in roles including legal protection, community services, public affairs, health and more. Despite the challenges they can face, our staff are proud to work for UNHCR and determined to make a positive impact. Why a career with UNHCR? Our dedicated staff work to protect and assist people fleeing conflict and persecution at a time when global forced displacement is at a record high. Our colleagues bring a wide range of specialized skills, including expertise in legal protection, administration, community services, public affairs, health and other disciplines. Disability inclusion If you are a person with a disability and you expect you may face challenges during the recruitment process, you can indicate it in your application form. There are options to select any health conditions you may have and outline any necessary adjustments related to disabilities during the recruitment phases. Providing this information is optional. It will be treated as strictly confidential and used only for the purpose of finding out how to better assist you during the recruitment process. Adjustments for candidates with disabilities will be provided as best as possible and as needed upon request. All candidates will be assessed based on meeting the requirements for each vacancy in relation to experience, skills, and education.
unhcr.org
Kuala Lumpur