Building Management Assistant

  • Location:
  • Salary:
    negotiable
  • Job type:
    Full-Time
  • Posted:
    2 weeks ago
  • Category:
    Administration, Finance
  • Deadline:
    December 7, 2022

JOB DESCRIPTION

Job Description

Background
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.
Job Purpose and Organizational Context
Under the guidance and general supervision of the Operations Manager, the Building Management Assistant ensures implementation of cost effective administrative and financial common services in the UN Projects Office, consistent with rules and regulations of UNDP within the framework of the signed MOU amongst the participating agencies.

The Building Management Assistant works in close collaboration with staff at the UN Projects Office, including contractors, as well as UNDP operations and other UN Agencies to resolve common services related issues.

The UN Projects Office in Kololi, The Gambia, is a satellite office to UN House, which is in Cape Point. The Project Office currently hosts 18 staff working under 7 projects implemented by UNDP, UNODC, OHCHR, ILO and UNESCO. Each project contributes to the annual rent and building common service fees (gardening, cleaning, security, water, electricity (including fuel for the generator), internet and maintenance), depending on allocated space. Several contractors perform common services at the Office, including gardeners, cleaners, day and night-time security personnel. Other contractors, such as maintenance personnel, are allowed into the premises when called upon. COVID-19 guidelines and precautionary measures are adhered to, including hand washing, usage of hand sanitizers and wearing of face masks.

Duties and Responsibilities
Within the delegated authority and under the supervision of the UNDP Operations Manager, the Building Management Assistant shall ensure:

Summary of Key Functions:
• Proper administration of a building management budget
• Functional operational support for building management issues
• Development and operationalization of the UN Projects Office Annual Work-plan

1.    Proper administration of a building management budget, by:
•    Ensuring that the Budget is prepared and approved by participating agencies at the beginning of each year and maintains a filing system with copies of necessary budgetary control records
•    Following-up with agencies for their budget commitments/approval
•    Using ATLAS and other Building Management developed spreadsheet for timely reconciliation/preparation of quarterly accounts and prepare bills for participating agencies, for settlement
•    Preparing cost sharing agreements, budget/projection
•    Implementing effective income and expenditure tracking system using developed Building Management spreadsheet and ATLAS.

2.    Functional operational support for building management issues, by:
•    Monitoring complaince with provisions of the MoU and Landlord’s Tenancy Agreement
•    Drafting correspondence to participating agencies on changes regarding space allocation and payments due
•    Supporting the UNDP Resident Representative to make decisions, in consultation with the Building Committee, on space allocations and other pertinent matters
•    Facilitating and provide secretarial services to the Building Committee, implement decisions whilst keeping participating agencies abreast of developments
•    Acting as a liaison between UNDP and Landlord
•    Analyzing and maintaining an overview of the work of the UN Projects Office and ensure that timely administrative support is provided
•    Identifying renovation requirements: Assist in assessing work/contractors required for the renovation project. Liaise with contractor; review and analyze work estimates and proposal. Get approval to implement renovation project from Building Committee. Oversee work in progress and ensure that invoices agree with work performed and approved.

3.    Development and operationalization of the UN Projects Office Annual Work-plan, by:
•    Ensuring CO compliance with corporate human resources policies and strategies, including COVID-19 directives from the Resident Coordinator’s Office
•    Supporting the annual review and renewal or procurement of Service Contracts for common services activities including, Security management, VSAT, Generator, water access, telephone service, Air conditioners, cleaning services, building and garden maintenance, Fire Safety Insurance for the UN Projects Office and any other common services recommended by the Building Committee
•    Provide technical support to the various task forces when preparing reports for presentation
•    Ensure implementation of the cost recovery plan for all common services expenditures
•    Requisition for common services goods and services according to established policies and procedures, including quality control of delivered goods and services.

4.    Any other duties assigned

Competencies
Core
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
 

Cross-Functional & Technical competencies (insert up to 7 competencies)

Thematic Area Name Definition
Finance Budget Management
  • Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Finance Financial Planning and

Budgeting

Ability to create and manage processes to achieve UNDP’s long and short-term financial goals, including through planning,budgeting, forecasting, analysing and reporting
Administration and Operations Documents and

records management

  • Ability to perform business case analysis to enter into an agreement with owners, governments and sister UN agencies, collect leasehold data for each location and maintain the global premises database administer RFA
Administration and Operations Lease management
  • Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above.
Business Management Customer Satisfaction/Client Management
  • Ability to respond timely and appropriately Zith a sense of urgency, provide consistent solutions, and deliver timely and quality results and or solutions to fulfil and understand the real customers’ needs.
  • Look for ways to add value beyond clients’ immediate requests
  • Ability to anticipate client’s upcoming needs and concerns
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 appropriate channels
Required Skills and Experience
Education:
Completion of High School Education is required  or a Bachelor’s degree in Business Administration, Management, Accounting or related field will be given due consideration
Experience:
  • Minimum 5 years with High School completion or 2 years with Bachelor’s degree of progressively responsible finance and administration experience is required at the national or international level.
  • Very good writing and communication skills are required.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc). is required.
  • Sound knowledge of spreadsheet and database packages is required.
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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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Required Skills

Skills

• Experience in building management services is desirable.• Experience in handling of web-based management systems is desirable.• Experience working for the UN or with an international organization is desirable.