UNITED NATIONS DEVELOPMENT PROGRAMME JOB DESCRIPTION I. Position Information Job Code Title: Information Communication Technology Assistant Unit : Project : Building Sector Energy Efficiency Project (BSEEP) Reports to: National Project Manager (NPM) Duration of Service : 5 years Duty Station : Kuala Lumpur Current Grade: new Approved Grade: SB-2 Position Classified by: HR Associate Classification Approved by : ARR (O) II. Organizational Context Under the supervision of the Project Executive, the Information Communication Technology Assistant provides support to the project office based in JKR. The person is expected to deal with basic communication activities, website maintenance and maintenance of project office IT equipment. The person works in close collaboration with the Finance Assistant, National Project Manager (NPM) and the National Project Director (NPD). The person will also liaise with partners, stakeholders and counterparts within the PWD, UNDP in ensuring efficient project performance as per the stipulated projects activities in the project document. III. Functions / Key Results Expected Summary of Key Functions: Support to implementation of communications, advocacy strategies and publication policies Administrative support to communications team Facilitation of knowledge building and knowledge sharing
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UNITED NATIONS DEVELOPMENT PROGRAMME JOB DESCRIPTION
I. Position Information Job Code Title: Information Communication Technology Assistant Unit : Project : Building Sector Energy Efficiency Project (BSEEP) Reports to: National Project Manager (NPM) Duration of Service : 5 years Duty Station : Kuala Lumpur
Current Grade: new Approved Grade: SB-2 Position Classified by: HR Associate Classification Approved by : ARR (O)
II. Organizational Context
Under the supervision of the Project Executive, the Information Communication Technology Assistant provides support to the project office based in JKR. The person is expected to deal with basic communication activities, website maintenance and maintenance of project office IT equipment. The person works in close collaboration with the Finance Assistant, National Project Manager (NPM) and the National Project Director (NPD). The person will also liaise with partners, stakeholders and counterparts within the PWD, UNDP in ensuring efficient project performance as per the stipulated projects activities in the project document.
III. Functions / Key Results Expected
Summary of Key Functions:
Support to implementation of communications, advocacy strategies and publication policies
Administrative support to communications team
Facilitation of knowledge building and knowledge sharing
1. Supports the implementation of the project’s communications on achievement of
the following results: o Provide support to the project with respect to communication, website and ICT equipment o Coordinate with the relevant personal in setting up of the BSEEP website o Provide support to project during conferences, workshops, retreats o Responsible for the contents and maintenance of BSEEP website. o Provide on the procurement of IT equipment for the project
2. Provides administrative support to project on achievement of the following results:
o Provides support in maintenance of IT assets of the project. o Manage supply of IT equipment and its distribution o Ensuring IT related hardware and software are compatible with the host agency (PWD)
3. Support knowledge building and knowledge sharing in the project, focusing on achievements of the following results :
o Collect and collate contents to be uploaded to the website related to the project o Provide support to the Project Executive in coordinating knowledge building and
knowledge sharing between the different components of the project o Assist in the preparation and coordination of knowledge products and lesson learns.
IV. Impact of Results
The key results have an impact on the efficiency of the project. Accurate presentation of information strengthens the capacity of the project and promotes the image of the project as an effective contributor to the development of green growth of the country.
V. Competencies
o Demonstrate/safeguard ethics and integrity o Demonstrate knowledge about the project and have sound judgment o Self-development, motivated and demonstrates initiative o A team player and able to facilitate team work o Facilitating and encouraging open communication in the team, communicating effectively o Creating synergies through self-control o Managing conflict o Learning and sharing knowledge and encourage the learning of others. Promoting
learning and knowledge management / sharing o Informed and transparent decision making
VI. Recruitment Qualifications Secondary education. Certificate/diploma level in Information
Education: Communication and Technology or any related background is highly preferable
Experience: At least 2 years experience in information technology or project management.
Language Requirements:
Fluency in the English and Bahasa Malaysia
VII. Signatures- Post Description Certification Incumbent (if applicable)
Name Signature Date
Supervisor Name / Title Signature Date
Head of Unit /Section Name / Title Signature Date
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UNITED NATIONS DEVELOPMENT PROGRAMME GENERIC JOB DESCRIPTION
I. Position Information Job Code Title: Finance Assistant Project : Building Sector Energy Efficiency BSEEP) Reports to: Project Executive Duration of Service : 5 years Duty Station : Kuala Lumpur
Current Grade: new Approved Grade: SB-2 Position Classified by: HR Associate Classification Approved by: ARR (O)
II. Organizational Context
Under the supervision of the Project Executive, the Finance Assistant provides support to the project office based in JKR on matters relating to financial management, budgets, preparation of financial reports and audit management. The person promotes a client quality and results-oriented approach. The Finance Assistant works in close collaboration with Project personnel and Programme and Operations staff in the Country Office to ensure consistent service delivery. The Finance Assistant will also liaise with partners, stakeholders and counterparts within the PWD, and UNDP in ensuring efficient project performance as per the stipulated projects activities in the project document
III. Functions / Key Results Expected
Summary of Key Functions: Implementation of operational strategies for the project. Accounting and administrative support Compliance to HACT and ATLAS requirements Knowledge building and knowledge sharing
1. Ensures implementation of operational strategies for the project focusing on
achievement of the following results: Full compliance of financial processes and financial management as per
UNDP/GEF/Government of Malaysia’s rules, regulations, policies and strategies. Input to the project business processes mapping and elaboration of the content of internal
Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.
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2. Provides accounting and administrative support to the project focusing on
achievement of the following results: Provision of inputs for preparation of project budget, budget revisions, Annual Work Plan,
APR, PIR and QOR Proper control of project budgets. Provide inputs and assistance during NIM /HACT audit exercise Preparation of FACE forms and supporting documents for payments and proper control
of the supporting documents for payments Maintenance of the CDRs and project expenditures control system which ensures that
transactions are correctly recorded; travel claims, and other entitlements are duly processed
Maintenance of the proper filing /document system for finance records. Presentation of information on the status of financial resources as required. Timely corrective actions on payments with budget/and or coding errors Responsible for payments for travel and hotels, visas and other documents for
consultants, suppliers related to the project Provide support to project team in logistic arrangement
3. Compliance to HACT and ATLAS requirements focusing on the following results: Proper utilization of HACT templates for reimbursements, direct cash transfers and direct
payment Proper use of ATLAS account codes for transactions/payments Adherence to UNDP’s Internal Control Framework
4. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Participation in the trainings for the operations/ projects staff on Finance. Contributions to knowledge networks and communities of practice.
IV. Impact of Results
The key results have an impact on the efficiency of the project. Accurate presentation of information strengthens the capacity of the project and promotes the image of the project as an effective contributor to the development of green growth of the country.
V. Competencies and Critical Success Factors
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o Demonstrate/safeguard ethics and integrity o Demonstrate knowledge about the project and have sound judgment o Self-development, motivated and demonstrates initiative o A team player and able to facilitate team work o Facilitating and encouraging open communication in the team, communicating effectively o Creating synergies through self-control o Managing conflict o Learning and sharing knowledge and encourage the learning of others. Promoting
learning and knowledge management / sharing o Informed and transparent decision making
VI. Recruitment Qualifications
Education:
Secondary Education. Certificate/Diploma level in Accountancy.
Experience:
At least 2 years experience in accounting. Experience in project accounting will be an added advantage.
Language Requirements:
Fluency in English Language and Bahasa Malaysia
VII. Signatures- Job Description Certification Incumbent (if applicable)
Name Signature Date
Supervisor Name Signature Date
Chief Division/Section Name Signature Date
INDIVIDUAL CONSULTANT PROCUREMENT NOTICE
Date: 15 Nov 2011
Country: MALAYSIA
Description of the assignment: Component Manager cum Lead Consultant (CM) for Component 4:
Information and Awareness Enhancement (Malaysians only)
Project name: Building Sector Energy Efficiency Project (BSEEP)
Period of assignment/services (if applicable): 10 man-months, based at the Environment and
Energy Branch of Public Works Department (JKR-CAST)
Proposal should be submitted by email to [email protected] no later than 24 Dec 2011, 5pm
Any request for clarification must be sent in writing, or by standard electronic communication to the
address or e-mail indicated above. UNDP will respond in writing or by standard electronic mail and will
send written copies of the response, including an explanation of the query without identifying the source
of inquiry, to all consultants.
1. BACKGROUND
Building Sector Energy Efficiency Project (BSEEP) has for its goal the reduction in the annual
growth rate of GHG emissions from the Malaysia buildings sector. The project objective is the
improvement of the energy utilization efficiency in Malaysian buildings, particularly those in the
commercial and government sectors, by promoting the energy conserving design of new buildings
and by improving the energy utilization efficiency in the operation of existing buildings. The
realization of this objective will be facilitated through the removal of barriers to the uptake of
building energy efficiency technologies, systems, and practices.
In general, EE is not fully employed in the design, operation and maintenance of buildings and
building services in the country. The main reason for this is the existence of various barriers which
include: (1) Institutional barriers (e.g., lack of national institutional framework to implement EE
application in buildings); (2) Policy and Regulatory barriers (e.g., inadequate enforcement of building
EE policies; lack of policies regarding incentives for EE building technology applications, non-
mandatory compliance to the building EE requirements stipulated in the UBBL); (3) Financial
barriers (e.g., high cost of building EE technologies and building materials; and, lack of financing
for Building Sector Energy Efficiency Project (BSEEP) for the appointment of the
Component Consultant (CC) Component 4: Information and Awareness Enhancement
(Malaysian only)
BACKGROUND
The task of the Component shall be headed and led by a local Component Manager (CM) cum Lead
Consultant (LC) together with the support of a local Component Consultant (CC) (to be appointed at the
same time under a separate contract). The CC shall assist the CM in planning, managing and executing
the implementation of the Project Component for the contract period, to achieve the project outputs
according to schedule and within budget. This includes coordination and “synchronisation” of activities
with other National Project Team (NPT) members' efforts to match the overall project time-line. The CC
shall assist the CM in coordinating and validating the technical issues related to the tasks involved for the
project sub-components in conjunction with the National Project Manager (NPM) and Chief Technical
Adviser (CTA) as well as the other consultants that may be engaged. The CC shall assist the CM in
ensuring quality and timeliness of activities and delivery of the Component outputs.
The CC shall assist the CM in capacity building and transfer of technology to other NPT members that
may be appointed by JKR or other stakeholders. He/She will be based at the JKR office.
DELIVERABLES & TIMELINE
The CM cum LC shall be responsible for the achievements of all relevant component targets as stated in
the Project Document and the Inception Report for the duration of the contract, including outstanding
targets before commencement of contract. The CM shall provide the technical study work scope and
details of the final guideline to the CC. The CC shall be responsible to the CM and shall assist him/her on
the operational matters of the component and the technical issues of the project assignment such as
formatting of the guideline, writing the introduction for each chapter of the guideline, providing progress
report of the studies made and general organisation skills in organising workshops, seminars, and
coordinating with the industry for CBEED and publisher/artists for the publication of the Integrated
Energy Design Technical Guidebook for Non-Domestic Buildings.
The key deliverables shall be as below:
Providing energy efficiency studies according to the programme layout of the CM;
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Conducting energy simulation study as guided by the CM
Writing technical guidelines as outlined by the CM;
Providing bi-monthly report on progress of component work;
Providing bi-monthly projection of the component work for the next 2 months;
Providing report on all seminars and workshops conducted by the component work;
Conducting training on the use of Passive Technical Guideline and gathering feedback on
improvements to the Guideline;
Conducting training on the use of Active Technical Guideline and gathering feedback on
improvements to the Guideline;
Coordinating with publishers and artists on the publication of the Integrated Energy Design
Technical Guidebook for Non-Domestic Buildings and
Establishing the Centralized Building EE Database (CBEED) as detailed in the outputs below.
Outputs:
The first output is a Detailed Study and Report on the Current Passive Building Designs and EE
Building Applications of buildings in Malaysia due in the fourth month;
The second output is the Passive Technical Guideline where the sub-outputs come in the form of:
1st Draft of Daylight Harvesting Study Report due in the fourth month;
Preliminary Outline for Passive Design Technical Guideline due in the second month;
Writing an Introduction to each chapter in the Passive Design Technical Guideline based on
current industry practises;
Providing bi-monthly projection of the component work for the next 2 months;
Progress Report on Passive Design Technical Study due in the fourth month and
Completion of the Passive Design Technical Guideline together with the LC due in the sixth
month.
The third output is the Training on the use of the Passive Design Technical Guideline where the sub-
outputs come in the form of:
Developing examples and training exercises based on the Passive Design Technical Guideline;
Being the Lead organiser of 2 training workshops in Passive Design in the sixth month;
Providing a report on the workshops in the sixth month;
Providing bi-monthly projection of the component work for the next 2 months and
Progress Report on Passive Design Technical Study in the sixth month.
The fourth output is the Active Technical Guideline where the sub-outputs come in the form of:
Preliminary Outline for Active Design Technical Guideline due in the eighth month;
Writing an Introduction to each chapter in the Active Design Technical Guideline based on
current industry practises;
Providing bi-monthly projection of the component work for the next 2 months;
Progress Report on Active Design Technical Study due in the eighth month and
Completion of Active Design Technical Guideline with Lead Consultant due in the tenth month.
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The fifth output is the Training on the use of the Active Design Technical Guideline where the sub-
outputs come in the form of:
Developing examples and training exercises based on the Active Design Technical Guideline;
Being the Lead organiser of 2 training workshops in Active Design on the eleventh month;
Providing bi-monthly projection of the component work for the next 2 months;
Providing a report on the workshops on the eleventh month and
Progress Report on Active Design Technical Study on the eleventh month.
The sixth output is the publication of the Integrated Energy Design Technical Guidebook for Non-
Domestic Buildings due on the twelve month where the sub-outputs come in the form of: Coordination with publisher and artist on publishing hard copies of Integrated Energy Design
Technical Guidebook for Non-Domestic Buildings;
Providing bi-monthly projection of the component work for the next 2 months and
Being the Lead organiser in a seminar to launch the Integrated Energy Design Technical
Guidebook for Non-Domestic Buildings.
The seventh output is establishing the Centralized Building EE Database (CBEED) where the sub-
outputs come in the form of:
Proposing the layout and system to the framework as provided by the CM due in the second
month;
Making linkages to similar database keepers both local and international;
Proposing on CBEED work program;
Providing Progress Reports on CBEED on second, fourth, sixth, eigth, tenth and twelve months;
Providing bi-monthly projection of the component work for the next 2 months;
Contacting industry players to participate in CBEED;
Maintaining a Master List of contributors to CBEED and
Maintaining a Directory of industry players participating in CBEED.
Activities shall include the below:
Activity 4.1.1: Detailed Study on the Current Building Designs and EE Building Applications
Study on best practices in the application of EE technologies and techniques in the design,
construction and operation of buildings completed in January 2012
Activity 4.1.2: Establishment of a Centralized Building Energy Efficiency Database System (CBEED)
Preliminary Details of Layout for CBEED framework and plan of action completed in February
2012;
Framework of CBEED 1st draft completed in July 2012;
Final CBEED version completed and launched in December 2012 ;
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2 nos of database-keepers (national and international) linked and/or contributing to the CBEED
established by December 2012; It is expected that the LC, with the support from the local
consultant, will ensure the preliminary work in establishing the linkages will be made during the
said period.
2 nos of EE information offices (EIOs) in operation by December 2012; It is expected that the
LC, with the support from the local consultant, will ensure the preliminary work in establishing
the EIOs will be made during the said period.
70% of overall EIO customers are satisfied with the EIO services by December 2012.
Activity 4.1.3: Establishment of a Comprehensive Guidebook on EE Building Design
1st Draft of Passive Design Technical Guideline completed in April 2012 and endorsed by Project
Review Committee or equivalent appointed committee;
Part 1: Guidebook on Passive Design of non-domestic buildings in Malaysia submitted by June
2012 and endorsed by Project Review Committee or equivalent appointed committee;
1st Draft of Active Design Technical Guideline completed in August 2012 and endorsed by
Project Review Committee or equivalent appointed committee;
Part 2: Guidebook on Active Design or M&E design of non-domestic buildings in Malaysia,
submitted by October 2012 and endorsed by Project Review Committee or equivalent appointed
committee;
The Government (JKR) guidebook will be reviewed by the stakeholders, incorporated with
feedbacks and endorsed by Project Review Committee or equivalent appointed committee. It
shall be officially launched by November 2012.
Activity 4.2.4: EE Buildings Advocacy and Promotion
2 nos. of promotional campaigns conducted to promote EE in buildings and EE building design.
Activity 4.3.1: EE Buildings Training Needs Assessment and Planning
5 nos. of subjects/concepts on energy efficient design, construction, operation and maintenance of
buildings identified for inclusion in training courses.
Activity 4.3.2: Design and Implementation of EE Building Training Courses
5 nos. of sets of training materials developed and disseminated;
4 nos. of training courses conducted;
120 nos. of personnel trained;
70% of overall no. of trainees gainfully employing learned skills on EE building design /
construction/operation & maintenance of new and/or retrofitted building ;
96 nos. of EE building practitioners certified by 2012 ;
Training materials on Passive Design developed and completed in June 2012;
2 training courses on Passive Energy Design of Non-Domestic Buildings for both the public as
well as the private sectors organized and facilitated. A proceeding on the participation,
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discussion held and the outcome of the workshops shall be submitted to BSSEP team by June
2012;
Training materials on Active Design developed and completed in November 2012;
2 training courses on Active Design or M&E Design of Non-Domestic Buildings for both the
public as well as the private sectors organized and facilitated. A proceeding on the participation,
discussion held and the outcome of the workshop shall be submitted to BSEEP team by
December 2012.
Note: The proposed timeline will be finalized further during the initial meeting with the NPT.
SCOPE OF WORK
Duties and Responsibilities
The CC shall be responsible to the CM and shall assist him/her on the operational matters of the
component and the technical issues of the project assignment such as formatting of the guideline, writing
the introduction for each chapter of the guideline, providing progress report of the studies made and
general organisation skills in organising workshops, seminars, and coordinating with the industry for
CBEED and publisher/artists for the publication of the Integrated Energy Design Technical Guidebook for
Non-Domestic Buildings.
In the day to day operations of the component, the CC shall be responsible for the following:
Assisting the CM in planning and coordinating with NPM and CTA on the detail scheduling of
activities, including the concurrence on the technical details and conformance with the respective
procedural requirements, for the implementation of the project component;
Assisting the CM in executing all component activities including successful delivery of
component outputs with the required quality as per the stipulated timeline
Assisting the CM in liaising with related stakeholders and other project partners in the execution
of project activities as needed.
Assisting the CM in practising effective and efficient review of project management including
recommendation on changes to the work plan and proposing related budget revision if necessary.
Assisting the CM in advising the NPM on the necessary budget allocations for the
implementation of activities.
Assisting the CM in working closely with the National Project director (NPD), NPM and key
stakeholders in the determination and preparation of relevant Terms of Reference for the
recruitment of local consultants and contractors as and when necessary;
Assisting the CM in monitoring the performance of the component activities and outputs as per
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acceptable quality within the stipulated time period.
Assisting the CM in preparing component project progress reports and financial reports as inputs
for the overall BSEEP project reporting to the Project Review Committee (PRC) and National
Steering Committee (NSC).
Assisting the CM in coordinating with the Project Executive/ Finance Assistant on the project’s
accounting system to ensure accuracy and reliability of financial reporting;
Assisting the CM in being actively involved in the preparation of relevant knowledge products
(including publications and reports), timely updating of Component 4 in BSEEP web site and,
Assisting the CM in providing inputs in the preparation of the annual work plan (AWP) and
budget of the project and its timely submission to the NPD.
TERMS OF PAYMENT
End of
Months Deliverables
Payment
%
1 Upon signing and upon completion of CBEED layout
proposal and work program 5%
2
Progress Report on CBEED
1st Draft of Daylight Harvesting Report
10%
4
Detailed Study and Report on the Current Passive
Building Designs and EE Building Applications;
Preliminary Outline for Passive Design Technical
Guideline;
Introduction provided on each chapter in the
Passive Design Technical Guideline based on
current industry practises.
Progress Report on CBEED
Progress Report on Passive Design Technical
Study
20%
6
Completion of Passive Design Technical
Guideline with Lead Consultant
Developed examples and training exercises based
on the Passive Design Technical Guideline
Lead organiser of 2 training workshop in Passive
Design and provide a report on the workshops
Progress Report on CBEED
Progress Report on Passive Design Technical
Study
20%
8
Preliminary Outline for Active Design Technical
Guideline;
Introduction provided on each chapter in the
Active Design Technical Guideline based on
current industry practises.
15%
United Nations Development Programme (UNDP)
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Progress Report on CBEED
Progress Report on Active Design Technical Study
10
Completion of Active Design Technical Guideline
with Lead Consultant
Developed examples and training exercises based
on the Active Design Technical Guideline
Progress Report on CBEED
20%
12
Lead organiser of 2 training workshop in Active
Design and provide a report on the workshops
Coordination with publisher and artist to publish
hard copy of Integrated Energy Design Technical
Guidebook for Non-Domestic Buildings.
Lead organiser on seminar to launch Guidebook
on Integrated Energy Design for Non-Domestic
Buildings
10 %
TOTAL 100.0%
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EXPERTISE REQUIRED
Education:
The CC shall have at least:
An Advanced Degree in Architecture or Mechanical/Electrical/Civil Engineering or any other
relevant science-based background; Bachelor degree with extensive experience can be considered
as well.
A professional qualification or be a member of an acknowledged professional organization or
society is preferred.
Experience:
The CC requires knowledge and experience of:
At least 5 years of extensive working experience in the field of energy efficiency (EE) in general
and energy management (EM);
Adequate knowledge of successfully implemented “EE building best practices” globally and
regionally that can be replicated locally;
Adequate knowledge to provide technologically up to date, simple, clear and concise guidelines
for energy efficiency in buildings. This person should display a keen understanding of holistic
building design requirement, encompassing the passive and active features of building.
Adequate knowledge in Building Energy Simulation using advanced computer modelling tools to
assess the detailed energy performance of buildings.
The capability, and preferably experience, in developing simplified energy design tools that are
verified against the predictions of advanced simulation tools.
Adequate fundamentals in building physics and engineering and yet be able to take complex
energy efficiency features in building and explain it in simple terms to achieve public “buy-in” to
energy efficiency in buildings.
Adequate knowledge of energy database formulation and management, especially with reference
to industry based benchmarking;
Extensive experience in working with both the government sector and the private sector in
Malaysia, and to have a clear understanding of current practices in the building industry in
Malaysia.
Adequate knowledge of international EE management initiatives and mechanisms, especially in
respect of national or regional Building Energy Management Programmes;
Experience in, or knowledge of, national energy database/information compilation and
warehousing for policy making analysis;
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Experience in drawing up materials and implementing training workshops, awareness training
and seminars.
Experience in, or knowledge of, market transformation techniques, including:
Industry survey management (through outsourcing to professional market survey firms)
to determine industry status on energy use and efficiency;
Marketing process management for communications and awareness raising of target
market players;
Knowledge of local energy and EE information repositories and sources; and
Good command of the English language and Bahasa Malaysia.
DURATION
The input required over the total project implementation period ( one year) shall be 10 man-months from
the CC. Local travel is foreseen and shall be borne by BSEEP. Any secretariat and administrative
services shall be provided by BSEEP.
Working Hours
Working hours of 4 days per week (based on 8 hours per day) at the JKR office.
Contract
The CC shall be appointed under UNDP service contract for the duration of one year only.