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 budget preparation, execution monitoring, cost recovery, and office compound services.
Key Responsibilities
- Advise on common services issues and provide advice in all areas of common services.
- Prepare and implement the Common Services Annual Work Plan.
- Maintain and update documents and records related to common services.
- Provide secretariat support services to the Operations Management Team (OMT).
- Ensure clients use standardized documents, forms, and procedures.
- Submit regular business reports on service delivery status, costs, trends, and performance.
- Liaise with Government departments, UN Agencies, and contractors on premises-related issues.
- Support the preparation of the annual budget and ensure correct allocation between agencies.
- Prepare common premises invoices for participating agencies and follow up for timely receipt of contributions.
- Track expenditures related to common services and prepare monthly expenditure reports.
- Monitor and report agency contributions to common services budgets.
- Produce monthly reconciliations of expenditure for common services suppliers and ensure timely processing of supplier payments.
- Monitor client feedback to ensure satisfaction.
- Track service requests to identify trends and improve service delivery.
- Maintain data on space allocations and update occupancy changes.
- Oversee renovation, cleaning, painting, and fumigation schedules, and certify payments.
- Liaise with the landlord on building functioning and compound 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 bachelor 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.
- Good knowledge in ERP, UNDP’s corporate working tool is an added asset.
- Experience in preparing reports.
- Good analytical skills.
- Good communication and coordination skills.
- Excellent team spirit.
- Experience in budgeting, expenditure tracking, and financial reconciliation for shared services is 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 is desirable.
Qualifications
- Secondary Education is required.
- University degree (bachelor’s degree) in Business Administration, Public Administration, Civil Engineering, Social Sciences or any related field will be given due consideration but is not a requirement.
