Overview
The Common Premises Associate will support the management of all aspects of Common Premises and Common Service to ensure the smooth functioning of the UN House.
Key Responsibilities
- Support the management of UN premises and services, including governance frameworks, SOPs, cost-recovery mechanisms, and joint accountability arrangements.
- Ensure compliance of administrative activities with UN/UNDP rules and regulations.
- Develop systems and internal operating procedures for premises and services management.
- Prepare work plans, strategies, actions, and budget estimates for common services.
- Ensure proper documentation and application of UNCT approved decisions, plans, and budgets.
- Monitor and report on the progress of approved workplans.
- Review renovation and refurbishment proposals of participating agencies.
- Network with regional common premises management and services experts.
- Support the day-to-day management of UN House premises and services for a functional, safe, and hygienic work environment.
- Support the delivery of common premises services, including cleaning, electrical, mechanical, telephone exchange, heating and utilities, equipment, garbage disposal, power generation, and grounds maintenance.
- Identify opportunities for innovation to improve common premises management and services.
- Act as a focal person for common premises and services related documents and filing system.
- Maintain contact lists for diplomatic services and external vendors.
- Prepare correspondence, evaluation reports, and justifications for common services tasks.
- Serve as the focal point with the Ministry of Foreign Affairs and Ministry of Works for UN House renovation and refurbishment works.
- Act as UNDP and UNCT focal point for the Government-contracted UN House maintenance company.
- Act as the property custodian of procured and donated common assets and ensure accurate inventory reports.
- Recommend replacement/disposal of common equipment and supplies.
- Conduct acquisition and distribution of quality common services supplies.
- Collaborate with UNDP Asset Verification Coordinator for physical verification of records.
- Prepare and submit annual common asset management reports.
- Provide support to procurement actions for common procurement.
- Plan and prepare budgets for UN common premises management and common services.
- Establish and maintain the UN common budget in Quantum.
- Support management, monitoring, and reconciliation of the budget for UN common premises management.
- Prepare payment requests for UN House expenditures.
- Prepare debit notices and follow up on contributions from participating agencies.
- Maintain an up-to-date record of receipts, disbursements, and space occupancy.
- Review data integrity in the database and initiate corrective actions.
- Review contractual arrangements with suppliers and propose changes.
- Provide information and reports for audit exercises.
- Report on the status of financial operations, including quarterly and annual expenditure reports.
- Research and share best practices relating to Common Services management.
- Contribute to knowledge networks and communities of practice.
- Brief UN staff on general administrative matters pertaining to Common Services and UN House.
- Disseminate Common Services Best Practices in the country.
Required Experience
- Minimum 7 years’ experience (secondary education) or 4 years’ experience (with Bachelor’s degree) in providing administration or programme support services, delivery of services to multi-stakeholders and/or relevant experience at the national or international level.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages.
- Experience in handling of web-based management systems.
- Experience in managing and overseeing operational and logistical activities, including facilities management, asset management, and administrative support.
- Experience working closely with stakeholders and suppliers to manage the financial and logistical aspects of shared services.
- Experience working with multiple and diverse stakeholders.
- Experience in managing shared services such as office space, utilities, renovation works, and related.
- Prior experience working with UN agencies, international NGOs, or public sector entities.
Qualifications
- Secondary education is required; or
- A first-level university degree (Bachelor’s degree) in Business or Public Administration will be given due consideration, but it is not a requirement.
