Background

Duties and Responsibilities

• Establishment of shared premises service package for all Agencies and future development of additional services;
• Development and update of Standard Operating Procedures to document all critical workflows;
• Development of sound and regularly updated Business Continuity Plan;
• Establishment of management targets and monitoring and reporting achievement of results, including service quality;
• Elaboration of strategic approach to implementation of Common Services in line with UN reform, the latest developments in common services and the best practices;
• Provision of advice on strategies, policies and plans affecting  Common Services operations, delivery of practice advisory, knowledge and learning services;
• Establishment of a strong relationship with Danish Government including negotiation of budgets and grants related to the UN City, including regular reporting on budget balances to the Government;
• Common Services business processes mapping and establishment of internal Standard Operating Procedures in Finance, Human Resources Management, Procurement, Logistical services, Results Management;
• Constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment;
• In cooperation with WHO experts development and implementation of sound conference room and auditorium administration system and the proper workflow ensuring transparency of the processes and integration with other common services functions.

• Prepare annual budgets and cost recovery systems for agreed common services and CS unit for UNCT approval;
• Monitor and prepare regular management reports of expenditures of common services and CS Unit for UNCT review;
• Proper management of the contributions management business process and accounting for contributions to ensure that the money due to UN City Common Services is properly identified, consistently and uniformly classified, recorded on a timely basis and received with sufficient supporting documentation;
• Organize cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site;
• Monitor financial exception reports for unusual activities, transactions, and investigate anomalies or unusual transactions.

• Recruit, train and supervise staff for the UN City Common Services Unit;
• Provision of efficient human resources management, ensuring compliance with corporate human resources policies and strategies;
• Maintain effective performance management systems;
• Optimally staff the Common Services unit;
• Create a positive team environment where team members are able to perform optimally, respond to challenges creatively and collaboratively.
  

• Responsible for UN City Common Service procurement is conducted in compliance with relevant UN regulations, rules and policies;
• Management of the Common Services contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications, handling and controlling of any external company allowed to do business on the UN City premises. Oversight of procurement processes and logistical services in accordance with UN rules and regulations, Common Services Manager acting  as Manager Level 2 in Atlas for Purchase orders approvals;
• Proper management of UN City Common Services assets, facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the CS’s assets;
• Common Services compliance with Memorandum of Understanding, Service Level Agreements,  corporate rules, regulations and practices for driving, reception and administrative services, including management of the UN City visitor processing and secure mail processing following the best international practices;
• Proper management of the UN City conference and meeting room facilities, fitness center and canteen (assuming that these services are provided at no cost to agencies) including full assistance in organizing special events, administration and maintenance of  facilities ensuring effectiveness and client-orientation and administration of outsourced services, if requested.
  

• In close collaboration with other Agencies ensure seamless integration between common ICT services and other common services functions, as defined by the UN Country Team;
• Ensures that ICT services are provided with agreed service levels.
  

• Identification of sources of information related to Common Services management. Identification and synthesis of best practices and lessons learnt directly linked to the UN City development goals;
• Sound contributions to knowledge networks and communities of practice;
• Knowledge building and sharing with regards to management and operations in the Common Services Unit, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UN knowledge networks and communities of practice.

Competencies

• Anticipates client needs.
  
• Works towards creating an enabling environment for a smooth relationship between the clients and service provider.
  
• Demonstrates understanding of client’s perspective.
  

Building Partnerships: Identifying and building partnerships

• Effectively networks with partners seizing opportunities to build alliances.
• Identifies needs and interventions for capacity building of counterparts, clients and potential partners.
• Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments.

• Makes the case for innovative ideas documenting successes and building them into the design of new approaches.
• Develops and/or participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies.
  

• Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration).
• Continues to seek new and improved methods and systems for accomplishing the work of the unit.
• Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally.
• Demonstrates comprehensive knowledge of information technology and applies it in work assignments.
• Demonstrates comprehensive understanding and knowledge of the current guidelines and tools and utilizes these regularly in work assignments.

• Performs appropriate work analysis and assists in redesign to establish clear standards for implementation.
  

• Carries out research into existing systems to identify best practice and make recommendations to management on applicability to UN CITY Common Services.
• Identifies and recommends remedial measures to address problems in systems design or implementation.
  

• Provides inputs to the development of organizational standards for accountability and results-based management.

• Being service minded and facilitator of good service delivery.
• Building support and political acumen.
• Building staff competence,  creating an environment of creativity and innovation.
• Building and promoting effective teams.
• Creating and promoting enabling environment for open communication.
• Creating an emotionally intelligent organization.
• Leveraging conflict in the interests of the UN Agencies setting standards.
• Sharing knowledge across the organization and building a culture of knowledge sharing and learning. Promoting learning and knowledge management/sharing are the responsibility of each staff member.
• Fair and transparent  decision making; calculated risk-taking.