Overview
The Common Services Associate ensures effective and efficient management of operational and logistical activities related to general administration, common premises, and operational services for UN Agencies. The role involves coordinating common services, managing budgets, and overseeing office compound services.
Key Responsibilities
- Advise on common services issues.
- Prepare and implement the Common Services Annual Work Plan.
- Maintain and update common services documents and records.
- Provide secretariat support to the Operations Management Team (OMT).
- Ensure standardized documents, forms, and procedures are followed.
- Submit regular business reports on service delivery and costs.
- Liaise with government departments, UN Agencies, and contractors on premises-related issues.
- Support annual budget preparation and ensure correct allocation between agencies.
- Prepare common premises invoices and follow up on contributions.
- Track expenditures and prepare monthly expenditure reports.
- Monitor and report agency contributions to common services budgets.
- Produce monthly reconciliations of expenditure for common services suppliers.
- Monitor client feedback and track service requests.
- Maintain data on space allocations and update occupancy changes.
- Oversee renovation, cleaning, painting, and fumigation schedules.
- Liaise with the landlord on building functioning and accessibility.
- Manage common premises conference room reservations.
- Ensure the optimal functioning of the UN building.
Required Experience
- Minimum of 7 years of responsible experience in common services or operations administration (with secondary education).
- Minimum of 4 years of responsible experience in common services or operations administration (with a bachelor's degree).
- Preferably in a multi-agency or multi-tenant office environment.
- Experience in facilities and space management, including oversight of maintenance, cleaning, renovations, safety, and building operations.
- Experience in client service management, including tracking service requests, gathering feedback, and implementing service improvement measures.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc).
- Experience in handling of web-based management systems.
- Experience in preparing reports.
- Experience in budgeting, expenditure tracking, and financial reconciliation for shared services (desirable).
- Strong interpersonal skills and ability to establish and maintain effective relations with people in a multi-cultural environment with sensitivity and respect for diversity (desirable).
Qualifications
- Secondary Education is required.
- University degree (Bachelor degree) in Business Administration, Public Administration, civil engineering, social sciences or any related field will be given due consideration but not a requirement.
