In order to effectively organize the common services in the premises, these services will be shared by UN Agencies represented in the premises and provided by dedicated project personnel. The incumbent will prioritize gender equality and women’s empowerment within all implementations and promote UNDP’s mandate as a gender-responsive organization with zero tolerance to any kind of discriminatory and abusive behaviour, including sexual harassment, sexual exploitation and abuse. Under the overall guidance and supervision of UNDP Senior Project Associate, the Common Premises Associate provides ongoing project and administrative assistance and support to the Common Premises project, performing a variety of standard administrative processes ensuring high quality and accuracy of work.
The Common Premises Associate works in collaboration with the operations, programme and project staff in the CO to exchange information and ensure consistent services delivery
– Assists in organization and control of the distribution of space in the office common premises, the corridor and other in-door and out-door common areas as necessary.
– Assists in development of annual budget for common premises in cooperation with represented UN agencies.
– Liaises with landlord and office service providers for ensuring all contractual obligations are met in a timely manner.
– Establishes and maintains the filing system for common premises related materials.
– Arranges for booking of meeting/conference room(s) as per received requests and maintains a log for booking, ensuring that the meeting/conference rooms are maintained clean and organized;
– Arranges for maintenance of premises and minor repairs, as necessary, in coordination with UNDP CO Operations unit.
– Receives, inspects and verifies all incoming equipment and furniture in common use; tags all furniture/equipment in common use upon receipt from the supplier.
Updates non-expendable property inventory record and tracks movement of furniture/equipment pieces. Acts as custodian of such assets.
– Performs a Travel Requester role in Quantum and prepares e-reqs for procurement of goods and services.
– Supports the annual physical inventory verification exercise by checking the accuracy of records and location of property.
– Maintains stationery and office supplies, purchases office equipment when needed.
– Ensures security guidelines are properly adhered to.
2. Provides support to the Common Premises financial management as follows:
– Ensures timely processing of invoices in Quantum, follows up on payments and PO creation as needed.
– Ensures that the respective supplier profiles in Quantum are created/approved/updated.
– Supports with creation of common premises budgets in Quantum and their respective revisions.
– Serves as Petty-Cash Custodian and provides reports as required.
– Performs other duties as assigned by the Supervisor.
3.
Supports knowledge building and knowledge sharing through:
– Participation on relevant UNDP trainings.
– Briefing/debriefing of UNDP personnel on issues relating to area of work.
– Sound contributions to knowledge networks and communities of practice between UN Agencies.
4. Ensures mainstreaming of gender equality considerations, promote a safe and enabling environment free of any kind of discrimination and abusive behavior.
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
Business Management: Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
Ability to manage communications internally and externally, through media, social media and other appropriate channels.
Procurement: Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
– Bachelor’s degree in Business Administration, Management, Economics, Human Resources, Finance, Accounting, Social Sciences or other related fields would be desirable but not a requirement.
–