Common Premises Associate

Job Posting Organization:
The United Nations Development Programme (UNDP) is a global development network established in 1965, with a mission to eradicate poverty and reduce inequalities through sustainable development. UNDP operates in approximately 170 countries and territories, working with governments and people to address development challenges. The organization focuses on various areas including democratic governance, peacebuilding, climate change, and sustainable development. UNDP is committed to promoting gender equality and empowering women, ensuring that development is inclusive and sustainable. The organization employs thousands of staff worldwide, working collaboratively with other UN agencies and partners to achieve its goals.

Job Overview:
The Common Premises Associate will play a crucial role in the management and operational activities of the UN House in Dili, Timor-Leste. This position is designed to ensure the effective provision and maintenance of common premises, which includes finance and administrative services to the UN House. The Common Premises Associate will work under the guidance of the Common Premises Analyst and the UNDP Operations Manager, contributing to the establishment of shared services among various UN agencies. The role requires a proactive approach to managing operational activities, ensuring compliance with UN rules and regulations, and fostering strong relationships with stakeholders. The Common Premises Associate will also be responsible for developing and updating standard operating procedures, monitoring the operating environment, and advising on legal considerations and risk assessments. This position is essential for the efficient functioning of the UN House and the successful delivery of common services to UN agencies.

Duties and Responsibilities:
The Common Premises Associate will have a wide range of responsibilities, including:

• Establishing a shared premises service package for all UN agencies and developing additional services as needed.
• Developing and updating standard operating procedures to document critical workflows.
• Creating and maintaining a comprehensive Business Continuity Plan.
• Monitoring and analyzing the operating environment, providing advice on legal considerations and risk assessments.
• Advising the Common Premises Operations Management Team on administrative policies and keeping them informed through regular briefings.
• Supervising and coordinating the four Common Services Sections: ICT, Facilities Management, security" style="border-bottom: 1px dotted #007bff !important;">Security, and General Common Services.
• Preparing the Annual Common Services Work Plan and managing both UN staff and contracted personnel.
• Implementing UNDSS guidelines for MOSS compliance related to common premises.
• Supporting the procurement of high-quality services and evaluating service providers. 1
• Ensuring compliance with UN rules and regulations and maintaining quality indicators for services. 1
• Preparing annual budgets and cost recovery systems for common services and monitoring expenditures. 1
• Acting as Certifying Officer for all accounts related to Common Facilities Support Services. 1
• Managing contracts for outsourced services and coordinating asset management within UN agencies. 1
• Building strong relationships with external parties, including government agencies and public service providers. 1
• Ensuring timely reporting to internal and external clients and maintaining a client-oriented approach. 1
• Establishing minimum service standards and monitoring performance to ensure high-quality service delivery. 1
• Contributing to knowledge networks and communities of practice related to common services management.

Required Qualifications:
Candidates must possess an Advanced University Degree (master’s degree or equivalent) in Management/Administration (Business, Project/Public Policy) or Social Science, including Arts. Alternatively, a first-level university degree (bachelor’s degree) in the stated areas, combined with an additional two years of qualifying experience, will be considered in lieu of the advanced degree. The ideal candidate will have a strong understanding of management principles and practices, particularly in the context of UN operations and common services.

Educational Background:
The educational background required for this position includes a master's degree in a relevant field such as Management, Administration, Project/Public Policy, or Social Science. Candidates with a bachelor's degree in these areas will also be considered if they have the requisite experience. The educational qualifications should provide a solid foundation in management principles, administrative practices, and an understanding of the operational environment of UN agencies.

Experience:
The level of experience required for this position varies based on educational qualifications. Candidates with a master's degree are not required to have prior professional work experience. However, those with a bachelor's degree must have a minimum of two years of experience at the national or international level in technical and administrative positions, particularly in building/facility management and office administration. Experience in project management, especially in construction projects, is highly desirable. Familiarity with UN operations and common services management will be an advantage.

Languages:
Fluency in English and Tetum is required for this position. Proficiency in additional languages may be considered an asset, as it can enhance communication with diverse stakeholders and contribute to the effectiveness of the role.

Additional Notes:
This position is a full-time role within the UNDP framework, and candidates are encouraged to apply regardless of their background, as UNDP values diversity and inclusion. The organization is committed to creating an inclusive workplace where all personnel can thrive and contribute to the mission. The recruitment process adheres to strict standards to prevent harassment and discrimination. UNDP reserves the right to select multiple candidates from this vacancy announcement and may retain applications for similar positions in the future. Candidates are advised to be aware of potential scams and to refer to UNDP's guidelines on responsible AI usage in recruitment.