United Nations Development Programme (UNDP)

Facility Management Associate

United Nations Development Programme (UNDP)

Job Description

  UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks. Under the direct supervision of the Analyst" id="link" class="link">Administrative Analyst, and overall guidance of the Assistant Resident Representative (Operations), the Facility Management Associate assists in overall management of Common Services in the UN House, ensures efficient administrative and housekeeping services, executes processes and transactions ensuring high quality and accuracy of work. The Facility Management Associate promotes a client-focused, quality and results oriented approach.

The Facility Management Associate works in close collaboration with UNDP Teams and other UN Agencies in the UN House in resolving facility related issues. S/he should supervise clerical and support staff of the Unit. The position is required to carry out Facilities Management tasks concerning cleanliness, provision of utility, physical check and inspection of the services rendered by the contracted service providers, handling of invoices received from various service providers, maintenance of expenses record and processing of payments on time. The works require liaison with the agency focal points both inside UN House & outside to ensure consistent service delivery.

The incumbent, at times, needs to co-ordinate tasks related to the UN Common Services by providing back-up support to the Administrative Analyst/Common Service Manager during her/his leave or when s/he is away from the office.

Duties and Responsibilities

Summary of Key Functions:

  1. Ensure implementation of operational strategies;
  2. Monitoring of Common Services Contracts;
  3. Ensure proper common services and support in efficient management of UN House;
  4. Coordination of Mail Room, Switch board and Maintenance functions;
  5. Support Administrative Analyst in all work related to efficient Facility Management and Common Services;
  6. Facilitation of knowledge building and knowledge sharing;
  7. Non discriminated services provided to clients irrespective of gender, cast and ethnicity.
1. Ensure implementation of Operational Strategies in full compliance with UNDP rules, regulations, policies and strategies and organization of procurement processes for UN Common Services while focusing on achievement of the following results:
  • Preparation of Procurement Plan for the Unit and follow up with Procurement Unit for their implementation and effective sourcing of vendors;
  • Organization of procurement processes for a wide range of goods and services, from simple to complex ones, including preparation of specifications, Terms of Reference, evaluation of bids, negotiation of certain conditions of contract in full compliance with UNDP rules and regulations and documenting them in a manner that follows internal control procedures;
  • Preparation of requisitions, monitoring and follow up on the progress of Purchase Orders, preparation of micro purchase forms for processing payments, certification of work done;
  • Taking timely corrective actions in ATLAS (e.g. due dates, matching exceptions, budget errors) aimed at ensuring outstanding data quality and generating a wide range of related reports from Atlas as and when necessary or when requested to;
  • Liaise with Agency focal persons in smooth implementation of Joint UN Procurement Processes for the UN Agencies in line with the UN Reform.
2. Monitoring of Common Services Contracts focusing on the following results:
  • Work in close coordination with CO Procurement in making sure timely contracts are issued and all necessary supporting documents are provided;
  • Proactive monitoring and management of contracts that are approaching expiration, completing documentary requirements for extension, obtaining approvals and undertaking timely actions such as renewals or re-tendering, as necessary;
  • Carry out joint performance evaluations for common contracts, facilitating and coordinating with Agencies;
  • Have quarterly meetings with Agencies and outsourced companies to exchange feedback/comments on services provided;
  • Update the Contract Database and ensure timely payments are made to vendors;
  • Prepare requisitions timely for all services;
  • Facilitate in updating Insurance documents;
  • Ensure all relevant lease agreements managed by Common Services are intact and up to date.
3. Ensure proper common services and support in efficient management of UN House

  • Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN Reform;
  • Ensure cleanliness and tidiness is maintained at all times in the UN House;
  • Proper monitoring and inspection of services provided by outsourced companies related to cleaning, gardening, messengers, maintenance of CCTVs, PA System, Generator, Transformer, Solar system, Fire Extinguishers, Earthquake Alarms, Elevator, Security and others;
  • Rectify immediately if any abnormality is identified in any of the areas managed by the unit;
  • Attend to Agency’s concerns on daily basis, if required, and report to Administrative Analyst;
  • Assist in the management of parking services;
  • Regular inspection of facilities and closely following up with Security and Cleaning Supervisors.
4. Coordinate implementation of Switch board functions, Mail Room functions and other maintenance functions including gardening functions, focusing on achievement of the following results:
  • Provision of efficient mail room and reception/information services;
  • Provision of reliable switchboard services and smooth maintenance and utilities;
  • Supervision of support staff such as Communication Assistant, Electrician, Technician, Mail and Pouch Assistant;
  • Supervision of gardening functions, ensure management of trees and greenery in UN House;
  • Ensure efficient services are provided by personnel from outsourced companies related to messenger, gardening, Coffee services.
5. Support Administrative Analyst in all work related to efficient Facility Management and Common Services:
  • Explore new ideas for efficiently managing the services available in UN House;
  • Be innovative and explore new ways of doing things special focus on Greening and cost savings;
  • Support in preparation for UN House board meetings and minutes;
  • Support in following up with Agencies with regards to parking arrangements, status of unused vehicles;
  • Any other tasks assigned by supervisor;
  • Support in any work related to Common Services including OMT.
6. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
  • Organization of related trainings or orientation for the staff of CS Unit;
  • Synthesis of lessons learnt and best practices;
  • Sound contributions to knowledge networks and Communities of Practice;
  • Share the lessons learnt with relevant colleagues in the CO and practice networks.
7. Ensure support provided to UN Agency staff members and service providers without discrimination irrespective of gender, cast and ethnicity.

Competencies

Core Innovation

Ability to make new and useful ideas work Level 3: Adapts deliverables to meet client needs Leadership

Ability to persuade others to follow Level 3: Proactively seeks and recognizes contributions of others People Management

Ability to improve performance and satisfaction Level 3: Appropriately involves team in different stages of work and decision-making Communication

Ability to listen, adapt, persuade and transform Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation Delivery

Ability to get things done while exercising good judgement  Level 3: Takes responsibility for addressing critical situations and delivering core value Technical/ Funtional Client Orientation

Ability to maintain effective Client Relationships. Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Contract Management 

Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations  Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Innovation

Ability to try out / test new ways of engagement and communications. Openness to different and new ways of doing things; willingness to modify one’s preferred way of doing things Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Management and Coordination 

Ability to manage and coordinate campaigns and people with inspiration. Believe in and promote diversity in the workplace and reshaping the workforce to meet need. Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Knowing your audience 

Ability to use a range of techniques and intelligence to develop and implement customized initiatives to target varied audiences to meet UNDP’s objectives. Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Logistics

Knowledge of Logistics Operations, principles and methods, and ability to apply to strategic and/or practical situations Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Partnerships 

Ability to develop, maintain, and strengthen partnerships with others inside (Programmes/projects) or outside the organization who can provide information, assistance, and support.  Sets overall direction for the formation and management of strategic relationships contributing to the overall positioning of UNDP Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Relationship Management 

Ability to engage and foster strategic partnerships with other parties, Inter-Agency Coordination and forge productive working relationships Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Representation

Ability to productively share UN knowledge and activities (at UN and other venues) Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Management and Coordination

Ability to manage and coordinate campaigns and people with inspiration. Believe in and promote diversity in the workplace and reshaping the workforce to meet need. Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Gender Issues & Analysis

Knowledge of gender issues and the ability to apply to strategic and/or practical situations, including analysis of projects from a gender perspective Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Knowledge Management 

Knowledge of complex adaptive systems and the ability to apply to strategic and/or practical  Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Social Inclusion

Knowledge of inclusive growth, decent employment and social protection concepts, principles and issues and the ability to apply to strategic and/or practical situations Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Required Skills and Experience

Education

  • Secondary education. University Degree in Business or Public Administration desirable, but it is not a requirement. Training course in facility management or housekeeping is an advantage.
Experience

  • Minimum of 6 years’ experience in administration or facility management.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.)
Language

  • Fluency in oral and written English is essential
Others

  • Team player, and has the ability to work under pressure
  • Good negotiation and communications skills
  • Knowledge of Atlas is an advantage

Disclaimer

Important applicant information All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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