UN Common Services Associate

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 under-served 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.

UN common services is aimed to provide continuous, efficient and timely maintenance of UN common premises. It’s expected to ensure significant savings in investments, operating costs and time, as well as improved efficiency and delivery of these services can be achieved through joint initiatives in these common areas.

Position Purpose

Under the overall guidance of the DRR Operations and daily supervision of UNDP Common Services Analyst, the Common Services Associate performs general administrative/finance duties to ensure smooth operation of the UN common premises and provides support to all common services activities of the UN Agencies located in the UN common premises. The UN Common Services Associate promotes a client, quality and results-oriented approach.

UN Common Services Associate (CSA) works in close collaboration with the Operations Units of UN Common services’ Agencies to ensure consistent service delivery and overall management of UN common services Activities.

The CSA promotes a client, quality and results-oriented approach. The CSA works in close collaboration with the Operations and Programme staff to exchange information and ensure consistent service delivery. S/he will also work on the day-to-day basis within the Operations team on Common Service matters.

Duties and Responsibilities

1) Provides assistance in management of the UN common premises, focusing on the achievement of the following results:
-Daily management of the common services, including UN common premises, conference/boardrooms Facilities, to ensure a good and secure working environment for all staff members;
-Support the preparation of annual work-plans and budget estimates for the UN common services for review by OMT and approval by UNCT;
-Implementation of the approved work-plans, regular monitoring and reporting to OMT on progress.
Ensuring procurement, maintenance and repair of common equipment and supplies, in accordance with the approved UN common services budget;
-Acting as UN common services Assets Focal Point by ensuring safekeeping of assets, preparing bi-annual physical inventory reports, including cost analysis and recommendations for replacement/disposal of common equipment and supplies; reconciling physical inventory data with available records to ensure inventory taken is complete, and identifying discrepancies for corrective action;
-Collaborates with the direct supervisor to provide comprehensive reports and information to the OMT on the financial and administrative status of UN common services;
-Managing timely payments to service providers to ensure smooth and uninterrupted work of the UN common services and maintaining necessary budgetary control records;
-Administration of the UN common services related contracts;
-Daily supervision and overall management of UN common services personnel as delegated;
-Conduct regular performance evaluations for the UN common services cleaning supervisor, Switchboard Operators, and other service providers, as well as assist in the clearance of performance evaluations for UN common services personnel ensuring timely performance evaluation of other UN common services personnel;
-Acting as secretary/ex-officio during OMT meetings as required;
-Annual or bi-annual calculation of rates for office space rent, communications utilities usage, Conference facilities usage;
-Provision of timely and correct invoices for office space rent, regular reconciliation and follow-up on payments;
-Preparation and handling the routine correspondence related to the UN common services and its budget in accordance with UNDP rules and procedures.

2) Ensures proper and timely support to the management of UN Common Services, focusing on the achievement of the following results:
-Serving as a focal point for all issues related to common services;
-Maintains contacts between UN Agencies, Partner Agencies, respective State Institutions and suppliers on common services issues;
-Assist in preparing work-plans and budget estimates for common services initiatives for review and approval by OMT and other inter-agency teams for common services;
-Support management of contractual relations with common service providers, including monitoring, timely update and recommendations on improvement to OMT and other inter-agency teams for common services;
-Support the implementation of the approved work-plans, assist with regular monitoring and reporting to OMT on progress;
-Provision of assistance to OMT in the area of common services/premises;
-Arranging and attending OMT and other common services meetings. Acting as secretary/ex-officio during such meetings;
-Participating in discussions of new or revised procedures and practices on common service initiatives, assessing the impact of changes, and making recommendations for follow-up action;
-Drafting MOUs and other correspondence for common services arrangements;
-Administration of UN common services MOUs, MOAs and LOAs; providing timely updates and notifications to OMT on status;
-Facilitation of work of different UN Task Forces on common services Such as organizing meetings, documenting discussions, and tracking action items to support the successful implementation of common service initiatives;
-Keeping the supervisor abreast of potential problem areas and identifying and recommending solutions;
-Actively contribute to different UN Surveys (local DSA for UN, non-UN DSA) as required;
-Proper filing and maintaining of all common services related to correspondence, documents.
Other duties required by supervisor.

3) Provides support to knowledge building and knowledge sharing in the area of common premises/services:
-The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization;
-Participate in the establishment of the Common Back Office and implementation of the Business Operations Strategy.

4) Provides effective support for the implementation of the UN Common Services operational strategies focusing on the achievement of the following results:
-Full compliance of financial, procurement and administrative/logistics processes and services with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control;
-Contribute to the business processes mapping and elaboration of the content of internal Standard -Operating Procedures (SOPs) in financial, procurement and administrative/logistics processes and services in consultation with the direct supervisor and the Inter-Agency working groups.

5) Contributes to financial management and organizes procurement, as well as administrative and logistics services and processes for the UN Common Service Unit, with a focus on achieving the following results:
-Assists in the planning and monitoring of financial resources, ensuring expenditure aligns with approved budgets;
-Facilitates regular reporting of the UN Common Services budget(s) and recommends necessary adjustments (revisions);
-Assist in ensuring that the UN agencies provide their contributions/shares to UN common services budget on a timely manner;
-Preparation of procurement plans for the unit and monitoring implementation;
-Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
-The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Qualifications and Experience

Education:
-Secondary education is required.
-University degree in Business Administration, Public Administration, or relevant related field will be given due consideration but it’s not a requirement.

Experience:
-Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant experience in administration or in office premise management;
-Proven ability to manage and maintain office facilities, ensuring a secure and conducive working environment is required;
-2 years of experience in preparing annual work plans and budget estimates, monitoring expenditure, and ensuring adherence to budgetary controls and reporting to stakeholders is desired;
-Proven knowledge of procurement processes is desired;
-Proven knowledge of managing the maintenance, and repair of common/shared equipment, as well as managing inventory and conducting physical inventory assessments;
-Experience in supervising teams (Administration, Finance, Procurement, Maintenance) fostering teamwork, and ensuring effective collaboration within the Unit is required;
-Experience in administering contracts related to UN common services or similar organization's, ensuring compliance with rules and procedures is desired;
-Experience in managing contractual relations with service providers, including monitoring performance and recommending improvements;
-Experience in drafting Memoranda of Understanding (MOUs), Memoranda of Agreement (MOAs), and Letters of Agreement (LOAs) related to management of common (shared) services/premises is desired;
-Ability to actively contribute to surveys and assessments, providing insights and data as required;
-Proven familiarity with UN / International Organizations rules, regulations, and policies related to finance, administration or procurement is desired;
-Experience in working and collaborating with other UN agencies or International Organizations is desired;
-Experience in the use of computers, office software packages (MS Word, Excel, etc.), data packages, and web-based management systems such as ERP is required.

Language(s):
-Fluency in English and Shona or Ndebele is required.

Professional Certificates:
-Certifications in Finance, Administration or Procurement is an advantage.