Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

The United Nations Development Programme (UNDP) is the backbone of the UN development system and its premier development agency, partnering with countries to advance sustainable development through policy, technical expertise, implementation, and global partnerships. With a universal mandate and presence in over 170 countries and territories, UNDP works with governments to address complex challenges, strengthen institutions, and deliver inclusive, broad-based growth.

UNDP has partnered with Malaysia for more than six decades, contributing to its transition to an upper-middle-income economy. This partnership has spanned governance, poverty reduction, energy, climate, digitalisation, and inclusive growth, evolving from stand-alone projects to integrated policy and financing solutions that deliver systemic national impact.

The UNDP Country Office serves Malaysia, Singapore, and Brunei Darussalam, enabling it to leverage regional expertise and cross-border innovation. Work in Malaysia focuses on national priorities; in Singapore on knowledge and innovation partnerships; and in Brunei on strategic technical cooperation. This multi-country platform positions the Country Office as both a national partner and regional connector.
The incumbent, as Procurement and Admin Associate, is expected to spearhead the Unit and ensure the efficient acquisition of goods, services, and works to enable timely programme delivery and value for money in accordance with United Nations Development Programme regulations and policies.

The role provides strategic oversight and end-to-end management of procurement processes, including the preparation of solicitation documents, coordination of technical and financial evaluations, contract award and issuance, vendor management, and the maintenance of complete and auditable procurement records in line with UNDP rules and audit standards.

The incumbent monitors procurement-related risks, verifies the appropriateness of procurement modalities, supports annual procurement planning and consolidation exercises, and tracks timelines and key performance indicators to ensure efficiency and compliance. The position also provides procedural guidance and market intelligence to programme teams, liaises with vendors and internal stakeholders, and prepares procurement analyses, dashboards, and management reports to support informed decision-making.

Overall, the role safeguards operational efficiency, compliance integrity, and effective delivery support across the Country Office. Through proactive planning, sound risk management, and market analysis, the incumbent sets the tone for professionalism, integrity, and accountability across the Procurement and Administration function.
 

Position Purpose 

Under the guidance and direct supervision of the Operations Manager, the Procurement and Admin Associate provide leadership in execution of procurement services in CO ensuring their effectiveness, transparency and integrity. The incumbent promotes a client-focused, quality and results- oriented approach in the Unit.

The incumbent will spearhead Procurement and Admin Unit and works in close collaboration with the operations, programme and project teams in the CO and UNDP’s Regional Office and HQ for resolving complex procurement-related issues and delivering services.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration
 

Duties and Responsibilities

Ensures administration and implementation of the procurement related operational strategies focusing on

• Ensure full compliance of procurement activities with UN/UNDP rules, policies, and internal controls, and maintain a client-focused procurement system.
• Map CO procurement processes, develop and update SOPs, and oversee Procurement Unit workflows.
• Develop and implement cost-saving strategies in coordination with management.
• Provide analytical inputs for contract and strategic procurement, including tendering, evaluations, supplier sourcing and assessment, contract management, legal/payment considerations, quality assurance, and e-procurement initiatives.
• Other tasks may be required to successfully deliver these objectives.

Organizes procurement processes for clients focusing:

• Plan and monitor procurement activities and manage end-to-end processes, from solicitation through contract award, ensuring full compliance with UNDP rules.
• Administer ERP procurement functions, reporting, and internal controls, and resolve PO and budget issues promptly.
• Review project procurements, support CAP/RACP/ACP submissions, and provide analytical inputs to strengthen quality and decision-making.
• Handle cost-recovery billing and coordinate joint procurement initiatives across UN agencies.
• Other tasks may be required to successfully deliver these objectives.

Ensures implementation of sourcing strategy and e-procurement tools focusing on

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation. 
• Successful implementation of UNDP corporate electronic tools for procurement function.
• Dissemination of best practices in the use of various electronic, digital and AI systems related to procurement to project/programme colleagues.
• Other tasks may be required to successfully deliver these objectives.

Ensures proper control of CO Assets focusing on achievement of the following results

• Preparation of inventory reports.
• Implementation of Inventory and physical verification control in the CO and projects.
• Other tasks may be required to successfully deliver these objectives.

Oversight the organization of administrative and logistical services and facilitation of knowledge building and knowledge sharing

• Travel and logistics, including ticketing, DSA calculations, POs, shipments, vehicle maintenance, and conference arrangements.
• Conducting surveys for DSA rates, travel agents, hotels, vehicles, and venues.
• Liaising with government authorities (e.g., Foreign Affairs, Customs, Inland Revenue, Transport) on administrative processes
• Managing shipments and customs clearance, including preparation and follow-up of required documentation.
• Processing visas, ID cards, and related official documentation.
• Organization of trainings for the operations/ projects staff on Procurement, matters, including training and supporting colleagues on Quantum and other online applications. 
• Synthesis of lessons learnt and best practices in Procurement.
• Sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities: The Procurement and Admin Associate will be responsible for supervision, performance management and development of the Administrative Assistant and Procurement Associate. 

Competencies

Core competencies:

• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
• Adapt with Agility:  LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making 

People Management

• UNDP People Management Competencies can be found on the dedicated site. 

Cross-Functional & Technical competencies:

People Management

UNDP People Management Competencies can be found on the dedicated site.

Business Direction & Strategy    

• Business Acumen. Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome Ability to make good judgments and quick understanding of the operational frameworks in the organization

Business Management    

• Operations Management. Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms.
• Risk Management. Identify and organize action around reducing, mitigating and proactively managing risks.
• Customer Satisfaction/Client Management. Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.

Procurement    

• Contract Management. Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
• Procurement Management. The ability to acquire goods,services or works from an outside external source
• Strategic Sourcing. Ability to work with incomplete information and balance competing interests to create value for all stakeholders

Required Skills and Experience

Education:

• Secondary education is required. OR
• A university degree in Procurement Management, Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement.
•  CIPS level 3 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage

Experience:

• Minimum 7 years (with Secondary Education) or 4 years (with bachelor’s degree) of progressively responsible procurement and administrative experience is required at the national or international level.
• Demonstrated whole-of-life procurement experience in public and/or public institutions is an asset.
• Experience in the use of office software packages (MS Word, Excel, etc) required.
• Experience in ERP systems would be an asset.
• Experience in assets management is an asset.
• Experience In e-procurement is an asset.
• Experience in managing official travel and logistical arrangements will be an asset. 
• Fluency in English and National Language (Bahasa Melayu) is required.
   

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.