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The establishment of a UN House (or Common Services for United Nations organizations is an important component of the UN’s Reform Programme. The objective is to build closer ties among United Nations staff and promote a more unified presence at the country level, where possible and where it economically makes good business sense.

In this context the UN House in São Tomé, São Tomé and Príncipe was established, and it comprises, at present, the following UN specialized agencies and entities: RCO, UNDP, UNICEF, UNFPA, ILO, WHO, WFP, UN-HABITAT, FAO, AfDB and World Bank.

Under the guidance and direct supervision of the UNDP Assistant Resident Representative for Operations, the Common Services Officer will support UNDP on all aspects of Common Services management and operations to ensure the smooth functioning of the UN House and the consistent delivery of services related with common premises. The incumbent will be in charge of management of all common services, including budgeting, financial management, and reporting on clinic, security and common premises as well as day to day management of common services to ensure efficient, responsive services to all resident agencies.

Please (apply)/(complete the P11 form) in the language in which the vacancy is published
.
Applications in another language will not be considered.

Ensures planning and provision of Common Services focusing on chievement of the following results:

• Under supervision of the ARR-Operations of UNDP and the Chair of Operations Management Team (UNDP or any other agencies that may chair the OMT in the future), In coordination with the agencies occupying UN House, prepare annual Common Services work plan and a draft annual Common Premises budget for its implementation and submit for review of OMT and approval by UNCT;
• Ensure implementation of annual common service workplans in compliance with the budget and the plans cleared by the OMT and UN Country Team;
• Coordinate with the external service providers to ensure efficeinty and quality delivery of the outsourced common services, including but not limited to services as detailed in Annex C of the MOU concerning the Occupancy and Use of the UN House;
• Establishing collaborative arrangements with the agencies, manage any repairs, remodeling and renovation work to be done with respect to the Common Premises, offices, including any offices not allocated to an agency, if such work affects the building;
• Plan and implement maintenance schedules for all utility services on the premises, including water, electricity (commercial and standby), telephones, PABX systems, air conditioners, buildings and garden;
• Prepare proposals for renovation and reconstruction of buildings, sub-contracts for services, including design, budget and oversee reconstruction, renovation and repair work for premises;
• Assign work to contractual staff, ensure quality of service, provide coaching and guidance when necessary by daily monitoring the work of cost-shared Common Services personnel, which includes Cleaners, Gardener, grounds maintenance, security etc.;
• Liaise closely with Security Associate to ensure consistency in the management of security related services and UN Common Premises regarding infrastructure needed for compliance with the requirements and for the security staff to properly perform their functions;
• Calculate office space requirements and relevant costing for agencies requesting expansion or reduction of space; assess the available capacities in terms of office space for new tenants and providing these with pro forma space costs; review of economic and available facilities and services for the UN agencies, providing recommendations on these to therelevant committee; optimize the use of existing in-house resources and apply cost optimization strategies whenever possible.

Ensures effective support to Financial Management of Common Services, focusing on achievement of the following results:

• Based on the approved work plan and budget, initiate payments from the common services account and follow up agency contributions to the common premises account;
• Monitor and prepare regular progress reports of expenditures of common services for OMT review;
• Work closely with UNDP’s procurement unit for matters related to procurement and contracting third parties.
• Prepare Requests for Purchase Orders and Contracts for common-premises related services;
• Proper management of the contributions management business process budgeting and accounting for contributions to ensure that the money due to Common Services is properly identified, consistently and uniformly classified, recorded on a timely basis, and received with sufficient supporting documentation.
• Prepare and submit to each agency with an itemized accounting of the Annual Common Services Costs and other expenses for the preceding year actually incurred and paid, together with amounts collected.

Ensures Client Satisfaction focusing on achievement of the following results:

• Strong relations with external parties such as Government agencies, public service providers, and UN funding partners.
• Commitment to a client-oriented approach in all areas of management.
• Ensure that all services are provided at agreed service levels.
• Assure all clients’ needs are satisfied, which include in-house UN entities and their staff.
• Contribute to improving client services on a continuous basis by establishing collaborative arrangements with partners, and appropriate operational partnership arrangements.
• Regular and appropriate reporting to internal UN and external clients and timely feedback on service requests.
• Develop transparent systems for assessing and communicating on ‘client’ satisfaction.

Provides significant support to Business Operations Strategy (BOS) 2.0 and Common Back Office (CBO) implementation focusing on achievement of the following results:

• Preparation of cost analysis and data collection for CBO,
• Participation in design of CBO,
• Implementation of BOS initiatives,
• Coordinate Operations team in collaboration with RCO.

4.   Institutional Arrangement: 

Under the guidance and direct supervision of the Assistant Resident Representative/Operations, the Common Services Officer will ensure the effective and satisfactory provision and maintenance of common premises including any outsourced service providers and administrative services to the UN House and the accurate billing and charging of shared costs across UN House Agencies.

The Common Services Officer will work in close collaboration with the Operations Management Team (OMT) (including as necessary, with the Operations/Administrative personnel of the UN House agencies), by ensuring that quality service is provided and sustained to i) maintain a high standard of shared common utility services and ii) provide a comfortable and safe working environment to ensure that quality service is provided to maintain a high standard of services and to provide a comfortable and safe working environment.

The Common Services Officer will undertake his/her tasks in consistency with the UNDP corporate rules, regulations and policies. He/she will work in close cooperation with UNDP operation units and report directly to UNDP Assistant Resident Representative/Operations

With excellent communications skills, the Common Services Officer must be self-motivated, with the capacity to take initiatives. She/he should display a client-, quality- and results-oriented approach whilst promoting the values of the United Nations.