Common Services Officer

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 underserved 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.
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.

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. Les NPSA sont recrutés localement.

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.

UNDP is the leading United Nations organization in fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP.

The establishment of a UN House (or Common Services for United Nations organizations is an important component of the UN’s Reform Programme. The objective is to build closer ties among United Nations staff and promote a more unified presence at the country level, where possible and where it economically makes good business sense.

In this context the UN House in São Tomé, São Tomé and Príncipe was established, and it comprises, at present, the following UN specialized agencies and entities: RCO, UNDP, UNICEF, UNFPA, ILO, WHO, WFP, UN-HABITAT, FAO, AfDB and World Bank.

Under the guidance and direct supervision of the UNDP Assistant Resident Representative for Operations, the Common Services Officer will support UNDP on all aspects of Common Services management and operations to ensure the smooth functioning of the UN House and the consistent delivery of services related with common premises. The incumbent will be in charge of management of all common services, including budgeting, financial management, and reporting on clinic, security and common premises as well as day to day management of common services to ensure efficient, responsive services to all resident agencies.

Please (apply)/(complete the P11 form) in the language in which the vacancy is published
.
Applications in another language will not be considered.

Advertisement
Duties and Responsibilities

Ensures planning and provision of Common Services focusing on chievement of the following results:

  • Under supervision of the ARR-Operations of UNDP and the Chair of Operations Management Team (UNDP or any other agencies that may chair the OMT in the future), In coordination with the agencies occupying UN House, prepare annual Common Services work plan and a draft annual Common Premises budget for its implementation and submit for review of OMT and approval by UNCT;
  • Ensure implementation of annual common service workplans in compliance with the budget and the plans cleared by the OMT and UN Country Team;
  •  Coordinate with the external service providers to ensure efficeinty and quality delivery of the outsourced common services, including but not limited to services as detailed in Annex C of the MOU concerning the Occupancy and Use of the UN House;
  • Establishing collaborative arrangements with the agencies, manage any repairs, remodeling and renovation work to be done with respect to the Common Premises, offices, including any offices not allocated to an agency, if such work affects the building;
  • Plan and implement maintenance schedules for all utility services on the premises, including water, electricity (commercial and standby), telephones, PABX systems, air conditioners, buildings and garden;
  • Prepare proposals for renovation and reconstruction of buildings, sub-contracts for services, including design, budget and oversee reconstruction, renovation and repair work for premises;
  • Assign work to contractual staff, ensure quality of service, provide coaching and guidance when necessary by daily monitoring the work of cost-shared Common Services personnel, which includes Cleaners, Gardener, grounds maintenance, security etc.;
  • Liaise closely with Security Associate to ensure consistency in the management of security related services and UN Common Premises regarding infrastructure needed for compliance with the requirements and for the security staff to properly perform their functions;
  • Calculate office space requirements and relevant costing for agencies requesting expansion or reduction of space; assess the available capacities in terms of office space for new tenants and providing these with pro forma space costs; review of economic and available facilities and services for the UN agencies, providing recommendations on these to therelevant committee; optimize the use of existing in-house resources and apply cost optimization strategies whenever possible.

Ensures effective support to Financial Management of Common Services, focusing on achievement of the following results:

  • Based on the approved work plan and budget, initiate payments from the common services account and follow up agency contributions to the common premises account;
  • Monitor and prepare regular progress reports of expenditures of common services for OMT review;
  • Work closely with UNDP’s procurement unit for matters related to procurement and contracting third parties.
  • Prepare Requests for Purchase Orders and Contracts for common-premises related services;
  • Proper management of the contributions management business process budgeting and accounting for contributions to ensure that the money due to Common Services is properly identified, consistently and uniformly classified, recorded on a timely basis, and received with sufficient supporting documentation.
  • Prepare and submit to each agency with an itemized accounting of the Annual Common Services Costs and other expenses for the preceding year actually incurred and paid, together with amounts collected.

Ensures Client Satisfaction focusing on achievement of the following results:

  • Strong relations with external parties such as Government agencies, public service providers, and UN funding partners.
  • Commitment to a client-oriented approach in all areas of management.
  • Ensure that all services are provided at agreed service levels.
  • Assure all clients’ needs are satisfied, which include in-house UN entities and their staff.
  • Contribute to improving client services on a continuous basis by establishing collaborative arrangements with partners, and appropriate operational partnership arrangements.
  • Regular and appropriate reporting to internal UN and external clients and timely feedback on service requests.
  • Develop transparent systems for assessing and communicating on ‘client’ satisfaction.

Provides significant support to Business Operations Strategy (BOS) 2.0 and Common Back Office (CBO) implementation focusing on achievement of the following results:

  • Preparation of cost analysis and data collection for CBO,
  • Participation in design of CBO,
  • Implementation of BOS initiatives,
  • Coordinate Operations team in collaboration with RCO.

4.   Institutional Arrangement: 

Under the guidance and direct supervision of the Assistant Resident Representative/Operations, the Common Services Officer will ensure the effective and satisfactory provision and maintenance of common premises including any outsourced service providers and administrative services to the UN House and the accurate billing and charging of shared costs across UN House Agencies.

Advertisement

The Common Services Officer will work in close collaboration with the Operations Management Team (OMT) (including as necessary, with the Operations/Administrative personnel of the UN House agencies), by ensuring that quality service is provided and sustained to i) maintain a high standard of shared common utility services and ii) provide a comfortable and safe working environment to ensure that quality service is provided to maintain a high standard of services and to provide a comfortable and safe working environment.

The Common Services Officer will undertake his/her tasks in consistency with the UNDP corporate rules, regulations and policies. He/she will work in close cooperation with UNDP operation units and report directly to UNDP Assistant Resident Representative/Operations

With excellent communications skills, the Common Services Officer must be self-motivated, with the capacity to take initiatives. She/he should display a client-, quality- and results-oriented approach whilst promoting the values of the United Nations.

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 

Thematic Area Name Definition
Procurement Procurement management The ability to acquire goods, services or works from an outside external source.
Business Management Client Satisfaction/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.
Procurement Sourcing Ability to find, evaluate and engage suppliers of goods and services.
Administration & Operations Assets management Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.
Administration & Operations Assets 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.
Administration & Operations Vehicle Management Knowledge of policy & procedures on fleet management.
Ethics UN policy Knowledge ethics Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.
Required Skills and Experience
Education:

Advanced University Degree (Master’s degree or equivalent) in Business Management, Public Administration, Accounting or any other relevant subject, OR

A first-level university degree (Bachelor’s degree) in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree

Advertisement
Experience:

Applicants with a Master’s degree (or equivalent) in a relevant field of study are not required to have professional work experience. Applicants with a Bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant professional experience in technical and administrative positions providing building/facility management, office administration and hands-on experience in construction projects ;

Excellent capacities in the usage of computers and office software packages (MS Office at minimum, graphic skills, etc.).
•     Experience in implementation and monitoring Action Plans involving multiple UN entities, UNCTs, and UN inter-agency bodies to ensure effective operational common support office structure is desirable.
•     Experience in handling web-based management systems would be an asset.
•     Experience/Knowledge of project management processes,
•     Experience/Knowledge of monitoring and evaluation tools,
•     Experience in preparation of financial reports and overviews,
•     Proven Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships,
•     Proven Ability to apply a systematic approach to adapt, control and effect change,
•     Proven Ability to coordinate and deliver services in line with service level agreements and standards of excellence in UNDP,
•     Proven Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results.
•     Fluency in UN language (French or English) is required.
•     Fluency in the Portuguese is required.

Disclaimer
Please (apply)/(complete the online P11 form) in the language in which the vacancy is publishedApplications in another language will not be considered.
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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Scam warning
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.
NB: please fill the form in english
This job has expired.