United Nations Development Programme (UNDP)

Administrative Facility Assistant

United Nations Development Programme (UNDP)

Job Description

** For Saudi Nationals Only ** The primary role of United Nations Development Programme (UNDP) is to support country-led efforts to achieve the Sustainable Development Goals (SDGs). The work of UNDP in 170 countries around the world is anchored in diverse and effective partnerships, which are vital to our two critical roles at country level: (a) as an integrator across policy, programmatic and organizational silos; and (b) as an operational backbone for the United Nations and other partners. Saudi Arabia is witnessing economic prosperity and progress in all domains of socio-economic development which produced tangible improvement in all human development indicators such as standard of living, health and education services, environmental conditions as well as potentials of comprehensive development. In April 2016, the Government of Saudi Arabia announced its Saudi Vision 2030 – an ambitious long-term development programme. Saudi Vision 2030 represents an ambitious blueprint with long-term goals and expectations. It is expressed in three themes of a vibrant society; a thriving economy and an ambitious nation. A review of the three themes and their underlying issues of national concern reveal a holistic approach to development that encompasses the three dimensions of sustainable development: the social, the economic and the environment. The partnership between UNDP and Saudi Arabia is covering vital sectors and areas which contributes to address the needs of Saudi society, including enhancement of the local capacity of different government institutions and support to policy making and reporting. A wide set of under the scope of technical assistance is provided in order to assist the KSA departments in their reform processes. Duties and Responsibilities Summary of Key Functions: • Support to the implementation of operational strategies • Provision of administrative and logistical support and efficient common services and facilities management; • Support to knowledge building and knowledge sharing; 1.Supports the implementation of operational strategies pertaining to facilities management, focusing on achievement of the following results: • Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies. • Support to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs). • Support to the preparation and implementation of team’s results-oriented workplans. • Assists in the elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management. • Provides CO management with thoroughly researched genera information for planning of financial resources for administrative and facilities management services. Ensures the maintenance of high level data collection network and regularly updates senior management on Environmental Management System (EMS) related activities/achievements.; 2.Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results: • Assist the Operations Manager, in consultation with the relevant experts on the technical and administrative work in the general engineering activities in the country office, related to construction and maintenance activities such as: ground maintenance, accommodation, etc.; • Implement projects, or parts of larger projects, relating to the construction or repair of buildings, facilities or related structures; • Assists in ensuring the coordination of work/building maintenance projects with other units within UN Building; • Monitors and reports to the OM and CO management as applicable, including for the purposes of budget management, on the work performed by relevant contractors and on the progress of engineering projects; • Coordination, support to and monitoring of shipments, events management, administrative surveys, transportation services and insurance, office space management, procurement of supplies etc. as applicable. • Support with registration of staff, coordination with local authorities, on space and other administrative matters. • Submission of information on administrative services provided for cost-recovery bills • Assists the OM in the coordination of activities of either UN staff and/or contractor’s staff, including outsourcing type of contracts, and all related administrative work; • In line with UNHQ guidance, maintains awareness of actions related to the organization’s environmental strategy, especially updates on Mission Wide Environmental Action Plan (MEAP); • Supports relevant Operations colleagues in the Identification of resource requirements for his/her area of responsibility in connection with budget preparations; • Prepare and follow-up work orders for relevant facilities management projects; • Perform other duties as assigned management. 3.Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results: • Assists in the organization of and participation in training for the operations/projects staff on administration. • Sound contributions to knowledge networks and communities of practice. CompetenciesCore Innovation Ability to make new and useful ideas work Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations Leadership Ability to persuade others to follow Level 2: Proactively identifies new opportunities and challenges People Management Ability to improve performance and satisfaction Level 2: Takes ownership of responsibilities Communication Ability to listen, adapt, persuade and transform Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity Delivery Ability to get things done while exercising good judgement Level 2: Meets goals and timelines for delivery of products or services; Technical/Functional Execute & Learn Performs defined tasks efficiently and deepens knowledge of area of work Level 2: Execute & Learn: Execute & Learn: Perform defined tasks Focus: Work involves completing standard support activities/processes requiring transformation & choice of action from several accepted alternatives. Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work Knowledge/ Skills/ Expertise: Knowledge of commonly used rules, procedures and/or operations to perform a variety of repetitive tasks; AND/OR Work requires frequent application of standard equipment or proficiency in office tools. Work requires some related experience or training. Level 2:Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work Scope: Moderate scope or depth of treatment requiring some interpretation of the subject matter. Or Work involves moderate risks or discomfort typically requiring special safety precautions Level 2: Technical Assistance: Performs defined tasks efficiently and deepens knowledge of area of work Impact of Actions: Affect delivery of discrete support services with work interrelated with that of others in the same organizational unit or occupation and affects the timely accurate completion of the processes or services provided by others inside and outside the immediate organizational unit. Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work Team Roles: Participates as a team member in a collaborative environment within a diverse workforce. May explain or demonstrate work functions or processes to other employees who join the work group for a short period of time. Level 2: Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work Required Skills and Experience Education: Completion of high school (secondary education) or equivalent is required, diploma in general management, facility management, project management or a related field is desired. Experience: 5 years of relevant administrative experience. Two (2) years of relevant experience with Bachelor’s degree may also be considered. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems. Experience in facilities management and/or engineering projects an asset. Language Requirements: Fluency in Arabic and English Other: Describe any additional qualifications: • Proficiency in English. • Working knowledge of other UN languages desirable • Non-Smoking environment
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