Under the direct supervision of UNDP Assistant Resident Representative for Operations and overall guidance of the Common Services Committee, the incumbent will coordinate execution of transparent and efficient business processes, aimed at provision of high-quality services to external and internal clients in the area of common premises.  The incumbent should support the development and coordination of joint operations initiatives and consistently provide proactive support to the common services committee (CSC) in a strategic and result-oriented manner.

The UN Building Facilities Officer in close cooperation with UNDSS is responsible for overall supervision of UN Security Guards in accordance with the relevant SOPs. The UNDSS Office provides advisory support and technical assistance in implementation of security policies and ensuring safety of UN staff and property.

The UN Building Facilities Officer works in close collaboration with operations staff in UNDP and other UN Agencies and promotes a client-oriented, high-quality result-oriented culture, provides advice on complex administrative matters to the support staff and contributes to the knowledge sharing.

Ensure the development and delivery of common services to the UN organizations operating in Turkmenistan by:

• Maintaining an organized document repository of all related common services, including a database of CS customers, roster of suppliers, contracts and related agreements with clients.
• Coordinating and monitoring common services implementation, identifying constraints and delays and providing solutions.
• Developing a strategy for enhancement of common services and identifying new areas in which common services could be developed.
• Analyzing existing common services for efficiency and cost-effectiveness and proposing and implementing improvements.
• Developing and managing an inter-agency system for cost sharing of common shared support services and managing UNDP´s system for cost-recovery for common services.
• Preparing and managing necessary agreements for operational inter-agency cooperation.

Ensure proper common premises management and supervision focusing on the achievement of the following results:

• Oversee UN Common Premises contracts and procurement, provide technical advice/ draw specifications for common premises procurement.
• Manage UN common services and oversee relevant staff or outsourced works including certification for payments.
• Prepare the annual UN common premises budget for submission to the CSC and approval by UNCT; manage the common premises budget and provide quarterly reports to UN agencies on incurred disbursements.
• Provide UNDP Finance Unit with common cost sharing breakdowns and corresponding formalities – space occupancy, up-to-date number of staff and other relevant information.
• Liaise with fire, water brigades and ensure emergency equipment are in good working order and regulations of the public bodies are being followed.
• Be responsible for arrangement and maintaining cleanness of internal and external areas of the common premises including inventory supplies in sufficient quantities.
• Coordination of assets and inventory management of the common premises including periodic reporting and disposal when required.

Ensures and coordinate proper maintenance and smooth work of all the systems in the UN Building including:

• Manage UN common premises maintenance activities, including preparing an annual maintenance plan.
• Be responsible for monitoring and the adequacy of utility services such as water, electricity and any other systems, assure payment of bills. Liaise with public authorities for utilities and maintenance.
• Electricity (generator, UPS etc.).
• HVAC (heating, ventilation and air conditioning).
• Communication – landline telephones thru PABX (except directly belonging to UN Agencies).
• Security systems – access control, video surveillance, fire alarm and sprinklers.
• Ensure and arrange failure free water supply and sewage, waste removal.
• Arrange proper and regular maintenance of elevators.
• Ensure clean UN compound thru arrangement and monitoring of gardening/landscaping.

Facilitate knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Advising and organizing training for the operations/ projects staff on related Operations areas.
• Synthesis of lessons learned and best practices in common premises coordination.
• Sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.

People Management

UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional and Technical Competencies:

• System Thinking:
  • Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.
• 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, analyzing and reporting.
• Project Management:
  • Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
• Relationship Management:
  • Ability to engage with a wide range of public and private partners, build, sustain and/ or strengthen working relations, trust and mutual understanding.
• Building, facilities & office space management:
  • Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data.
• Customer Satisfaction/Client Management:
  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
  • Provide inputs to the development of customer service strategy.
  • Look for ways to add value beyond clients’ immediate requests.
  • Ability to anticipate client’s upcoming needs and concerns.

• Experience in building maintenance and administration is an asset.
• Work experience with UN agencies is an asset.
• Previous experience in cooperation with government and municipal authorities would be an asset.

Languages:

• Fluency in English and Russian is required.
• Working knowledge of Turkmen is an asset.