Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
Following the guidance of the General Assembly on UN Reform, specifically the sharing of administrative systems and services, the Country Teams have made steady progress in establishing UN Houses, and more recently, in the area of common services.
UN House Project initiative is aimed to provide continuous, efficient and timely maintenance of UN House building and its common territory for UN Agencies accommodated in the UN House (under one roof). Significant savings in investments, operating costs and time, as well as improved efficiency and delivery of these services can be achieved through joint initiatives in these common areas. UNH Project is represented by UN House Management Team consisting of representative from each Agency accommodated in the UN House. UNHMT reports directly to Heads of UN House Agencies.
UN Common Services Associate works in close collaboration with the Operations Units of UN House Agencies to ensure consistent service delivery and overall management of UN House Project Activity.
Duties and Responsibilities
Provides assistance in management of the UN House, focusing on achievement of the following results:
- Daily management of the UN House, including UN House Conference Facilities, to ensure a good and secure working environment for all staff members.
- Preparation of annual work-plans and budget estimates for the UN House for review by OMT and approval by UNCT.
- Implementation of the approved work-plans, regular monitoring and reporting to OMT on progress.
- Ensuring procurement, maintenance and repair of common equipment and supplies, in accordance with approved the UN House budget.
- Acting as UN House Assets Focal Point by ensuring safekeeping of assets, preparing bi-annual physical inventory reports, including cost analysis and recommendations for replacement/disposal of common equipment and supplies; reconciling physical inventory data with available records to ensure inventory taken is complete, and identifying discrepancies for corrective action.
- Provision of various reports/information to OMT on financial/administrative status of the UN House.
- Managing timely payments to service providers to ensure smooth and uninterrupted work of the UN House and maintaining necessary budgetary control records.
- Administration of the UN House related contracts.
- Daily supervision and overall management of UN House Common personnel.
- Regular performance evaluation for the UN House Intendant, UN House Senior Cleaning Lady and UN House Switchboard Operators/Pouch Assistants and clearance of performance evaluation of UN House Common personnel.
- Ensuring timely performance evaluation of other UN House common personnel.
- Arranging and participating in the recruitment and training of UN House personnel. Acting as secretary/ex-officio during interviews for the UN House personnel.
- Annual or bi-annual calculation of rates for office space rent, communications utilities usage, Conference facilities usage.
- Provision of timely and correct invoices for office space rent, regular reconciliation and follow up on payments.
- Preparation and handling the routine correspondence related to the UN House and its budget in accordance with UNDP rules and procedures.
Ensures proper and timely management of UN Common Services, focusing on achievement of the following results:
- Serving as a focal point for all issues related to common services.
- Maintains contacts between UN Agencies, Partner Agencies, respective State Institutions and suppliers on common services issues.
- Preparation of work-plans and budget estimates for common services initiatives for review and approval by OMT and other inter-agency teams for common services.
- Managing contractual relations with common service providers, including monitoring, timely update and recommendations on improvement to OMT and other inter-agency teams for common services.
- Implementation of the approved work-plans, regularly monitoring and reporting to OMT on progress.
- Provision of assistance to OMT in the area of common services/premises.
- Arranging and attending OMT and other common services meetings. Acting as secretary/ex-officio during such meetings.
- Participating in discussions of new or revised procedures and practices on common service initiatives, assessing the impact of changes, and making recommendations for follow-up action.
- Drafting MOUs and other correspondence for common services arrangements.
- Administration of UN common services MOUs, MOAs and LOAs; providing timely update and notifications to OMT on status.
- Facilitation of work of different UN Task Forces on common services.
- Keeping the supervisor abreast of potential problem areas, and identifying and recommending solutions.
- Active contribution to different UN surveys (DSA, housing, place to place, etc. as required).
- Proper filing and maintaining of all common services related correspondence, documents.
- Other duties required by supervisor.
Provides support to knowledge building and knowledge sharing in the area of common premises/services.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Institutional Arrangement
Under the overall guidance and daily supervision of UNDP Operations Manager, the UN Common Services Associate performs general administrative/finance duties to ensure smooth operation of the UN House Premises and provides support to all common services activities of the UN Agencies located in the UN House. The UN Common Services Associate promotes a client, quality and results-oriented approach.
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 Competencies:
UNDP People Management Competencies can be found in the dedicated
site
Cross-Functional & Technical Competencies:
- Building, facilities & office space management:
- Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data
- 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 management:
- The ability to acquire goods, services or works from an outside external source.
- Effective Decision Making:
- Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
- Communication:
- Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose сommunication methods depending on the audience.
- Ability to manage communications internally and externally, through media, social media and other appropriate channels
- Integration within the UN:
- Ability to identity, and integrate capacity and assets of the UN system, and engage in joint work; knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations
- 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.
Required Skills and Experience:
Education:
- Secondary education is required
- Bachelor´s degree in management, accounting, finance, economics and other related field will be given due consideration, but is not a requirement.
Experience:
- Minimum 7 years (with Secondary education) or 4 years (with Bachelor´s degree) of relevant administrative and accounting/financial experience at national and/or international level.
Languages:
- Fluency in English, Russian and Kyrgyz languages is required.
Required Skills:
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and office equipment.
Desired Skills:
- Experience of working with web-based management systems is desirable.
- Work experience on common premises/services is an asset.
- Practical experience in procurement is an asset
Disclaimer
Applicant information about UNDP rosters
Note: 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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Scam warning
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.