Duties and Responsibilities
1) Ensure implementation of operational strategies, focusing on achievement of the following results:
Full compliance of common services activities with UN/UNDP rules, regulations, policies and strategies;
Preparation of common services business processes mapping and implementation of the internal standard operating procedures (SOPs);
Preparation of common services results-oriented workplans and report on attainment of results.
2) Efficient and effective administrative and logistical services, focusing on achievement of the following results:
Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions;
Support in arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents as and when required by exigency;
Collection of information for relevant administrative related HQ surveys, i.e. DSA, travel and other administrative surveys, support to organization of common services;
Management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
Extraction of data from various sources;
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
Assistance in the preparation of budget, provision of information for audit.
3) Ensures efficient common services management, focusing on achievement of the following results:
Preparation of common services budget for the UN common premises, other administrative services rendered to UN agencies and obtaining approval of the budget;
Support budget preparation for other related UN common shared initiative such as UN Local security budgets and UNRCO budgets;
Organization of procurement processes for common services, including preparation of ToRs, specifications for RFQs, ITBs or RFPs, their evaluations;
Oversight and management of contracts for common services, ensuring fully satisfactory performance by contractors;
Maintenance of common services/office space management to ensure integrated activities on common services;
Supervision of maintenance, third party contractors of the sourced via UN common service budget;
Keeping records of office energy consumption, update and maintenance of equipment operated on the premises and establishes guidelines and SOPs for a coherent behavior of UN house inhabitants;
Prompt reporting and investigation of cases of any accidents, damage, loss or theft of items taking place on the UN premises.
4) Support to the UN Operations Management Team, focusing on achievement of the following results:
Support the Operations Management Team (OMT) and its Chair in furthering and implementation of the UN reform in operational area;
Prepare for OMT meetings, take minutes of OMT meetings, follow up to decisions of OMT;
Follow up on OMT and Working Groups’ annual plans and status reporting to OMT;
Coordination of timely and quality submission of DSA, Hardship and other interagency surveys, surveys for organization of common services;
Support to preparation and implementation of the UN Business Operations Strategy.
5) Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
Training of UNDP and UN Agency staff on the administrative procedures;
Briefing/debriefing of staff members on issues relating to area of work;
Sound contributions to knowledge networks and communities of practice.
Required Skills and Experience
Education:
Secondary Education or bachelor’s degree in a related field;
Certification in administration desirable;
UNDP Procurement Certification will be an asset.
Experience:
7 years of relevant experience with Secondary Education or 4 years of relevant experience with bachelor’s degree;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems. Exposure to UNDP ERP, ATLAS and share point an asset.
Language Requirements:
Proficiency in English. Working knowledge of other UN language desirable.
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