job Description
Job Identification: 22551
Posting Date: 12/03/2024, 05:06 PM
Apply Before: 12/18/2024, 06:59 AM
Job Schedule: Full time
Locations: Harare, Zimbabwe
Agency: UNDP
Grade: NOB
Vacancy Type: Fixed Term
Practice Area: Management
Bureau: Regional Bureau for Africa
Contract Duration: 1 Year with Possibility for extension
Education & Work Experience: Master's Degree - 2 year(s) experience OR Bachelor's Degree - 4 year(s) experience
Required Languages: English
Desired Languages: Fluency in Shona or Ndebele
Vacancy Timeline: 2 Weeks
Mobility required/no mobility: no mobility required
Job Description
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.
The establishment of the Common Services for United Nations organizations is an important component of the UN’s Reform Programme. The objective is to build closer ties among United Nations staff and promote a more unified presence at the country level, where possible and where it economically makes good business sense.
In this context the UN Common Premises in Zimbabwe was established, and it comprises, at present, the following UN specialized agencies and entities: RCO, UNDP, UNFPA, UN Women, ILO, WFP, UNAIDS, UN-HABITAT, and World Bank.
Under the guidance and direct supervision of the Deputy Resident Representative/Operations, the Common Services Analyst will ensure the effective and satisfactory provision and maintenance of common premises including any outsourced service providers and administrative services to the UN Common premises and the accurate billing and charging of shared costs across UN Agencies.
The Common Services Analyst will work in close collaboration with the Operations Management Team (OMT) (including as necessary, with the Operations/Administrative personnel of the UN common services agencies), by ensuring that quality service is provided and sustained to i) maintain a high standard of shared common utility services and ii) provide a comfortable and safe working environment to ensure that quality service is provided to maintain a high standard of services and to provide a comfortable and safe working environment.
The role will primarily involve coordinating common services matters, which will constitute 80% of the responsibilities, while the remaining 20% will be dedicated to handling IT technical issues.
The Common Services Analyst will undertake his/her tasks in consistency with the UNDP corporate rules, regulations and policies. S/he will work in close cooperation with UNDP operation units and report directly to UNDP Deputy Resident Representative/Operations
With excellent communications skills, the Common services Analyst must be self-motivated, with the capacity to take initiatives. S/he should display a client-, quality- and results-oriented approach whilst promoting the values of the United Nations.
Position Purpose
Under the guidance and direct supervision of the UNDP Deputy Resident Representative for Operations, the Common Services Analyst will support UNDP on all aspects of Common Services management and operations to ensure the smooth functioning of the UN common services and the consistent delivery of services related with common premises. The incumbent will be in charge of management of all common services, including budgeting, financial management, and reporting on clinic, security and common premises as well as day to day management of common services to ensure efficient, responsive services to all resident agencies.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
Duties and Responsibilities
1) Ensures planning and provision of Common Services focusing on achievement of the following results:
-Under supervision of the DRR-Operations of UNDP and the Chair of Operations Management Team, in coordination with the agencies occupying UN common premises, prepare annual Common Services work plan and a draft annual Common Premises budget for its implementation and submit for review of OMT and approval by UNCT;
-Ensure implementation of annual common service workplans in compliance with the budget and the plans cleared by the OMT and UN Country Team;
-Coordinate with the external service providers to ensure efficiently and quality delivery of the outsourced common services, including but not limited to services as detailed in Annex C of the MOU concerning the Occupancy and Use of the UN House;
-Establishing collaborative arrangements with the agencies, manage any repairs, remodeling and renovation work to be done with respect to the Common Premises, offices, including any offices not allocated to an agency, if such work affects the building;
-Plan and implement maintenance schedules for all utility services on the premises, including water, electricity (commercial and standby), telephones, PABX systems, air conditioners, buildings and garden;
-Prepare proposals for renovation and reconstruction of buildings, sub-contracts for services, including design, budget and oversee reconstruction, renovation and repair work for premises;
-Assign work to contractual staff, ensure quality of service, provide coaching and guidance when necessary by daily monitoring the work of cost-shared Common Services personnel, which includes Cleaners, Gardener, grounds maintenance, security etc.;
-Liaise closely with UNDSS to ensure consistency in the management of security related services and UN Common Premises regarding infrastructure needed for compliance with the requirements and for the security staff to properly perform their functions;
-Calculate office space requirements and relevant costing for agencies requesting expansion or reduction of space; assess the available capacities in terms of office space for new tenants and providing these with pro forma space costs; review of economic and available facilities and services for the UN agencies, providing recommendations on these to the relevant committee; optimize the use of existing in-house resources and apply cost optimization strategies whenever possible;
-nsures knowledge management and sharing and support to capacity building activities focusing on achievement of the following results;
-Promotes different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management systems;
Implements corporate operational strategies introducing best practices, lessons learnt and knowledge management initiative.
2) Ensures effective support to Financial Management of Common Services, focusing on achievement of the following results:
-Based on the approved work plan and budget, initiate payments from the common services account and follow up agency contributions to the common premises account;
-Monitor and prepare regular progress reports of expenditures of common services for OMT review and work closely with the Finance Unit;
-Work closely with UNDP’s procurement unit for matters related to procurement and contracting third parties;
-Prepare Requests for Purchase Orders and Contracts for common-premises related services;
-Proper management of the contributions management business process budgeting and accounting for contributions to ensure that the money due to Common Services is properly identified, consistently and uniformly classified, recorded on a timely basis, and received with sufficient supporting documentation;
-Prepare and submit to each agency with an itemized accounting of the Annual Common Services Costs and other expenses for the preceding year actually incurred and paid, together with amounts collected.
3) Ensures Client Satisfaction focusing on achievement of the following results:
-Strong relations with external parties such as Government agencies, public service providers, and UN funding partners;
-Commitment to a client-oriented approach in all areas of management;
-Ensure that all services are provided at agreed service levels;
-Assure all clients’ needs are satisfied, which include in-house UN entities and their staff;
-Contribute to improving client services on a continuous basis by establishing collaborative arrangements with partners, and appropriate operational partnership arrangements;
-Regular and appropriate reporting to internal UN and external clients and timely feedback on service requests;
-Develop transparent systems for assessing and communicating on ‘client’ satisfaction.
4) Provides significant support to Business Operations Strategy (BOS) 2.0 and Common Back Office (CBO) implementation focusing on achievement of the following results:
-Preparation of cost analysis and data collection for CBO;
-Participation in design of CBO;
-Implementation of BOS initiatives and contribute to its annual reporting;
-Coordinate with Operations team in collaboration with RCO.
5) Ensure efficient networks administration, focusing on achievement of the following results:
-Operationalization of the data network to ensure smooth running of all servers, workstations, network resources and other LAN and WAN hardware and software with minimum downtime;
-Ensure the business continuity and the disaster recovery, and assume the role of focal point;
-Undertake the server, network resources and other network hardware & software installations and/or upgrades, configuration, as per change management policy and procedures;
-Monitor the computing resources to provide a stable and responsive environment;
-Operation of network utility procedures defining network users and security attributes establishing directories, menus and drive-mappings, configuring network printers and providing user access;
-Monitor backup and restoration procedures for both server and local drives;
-Timely upgrade of ICT infrastructure and Internet connectivity to meet UN Agency’s corporate requirements;
-Provision of technical advice on network administration to other agencies as required;
-Provision of oversight role for the preparation of agency telecommunication bills for cost-recovery purposes;
-Troubleshoot and resolution of all network problems with supplementary support from OIST helpdesk;
-Record and provide monthly statistics on all support requests, resolutions, escalations etc., using a problem tracking and resolution tool;
-Manage ICT external service provider contracts affecting all CS agencies;
-Liaise with local service providers, VSAT service provider helpdesk and/or OIST helpdesk for supplementary support;
-Carry out regular house-keeping and timely user provisioning and de-provisioning on the CUCM and Active Directory as required;
-Provision of web management services by ensuring creation and technical maintenance of the Arundel -Park Common Services Agencies website (s) and Intranet as required;
-Provision of technical advice on web management to other agencies as required.
-The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
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