Background

Under the guidance and supervision of the Deputy Country Director (Operations), the UN House Manager as the principal manager of large operational setting of UN Common Services in UN premises and locations in Abuja (with 18 agencies and approximately 600 staff members is responsible for delivery of operational support for management and administration of UN House and annex locations in Abuja.
 
The UN House Manager demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.

The source of fund for this post is . common services cost shared budget

Duties and Responsibilities

Summary of key functions:

•     Systematic management review of the UN Office Premises.
•     Ensuring strategic direction of operations
•     Common services organization and management, establishment of partnerships with other UN Agencies
•     Certification and confirmation of operational transactions.
•     Monitoring compliance with all operational system and procedures.
•     Participate and provide technical inputs in UN Common Services Work-plan & Budget
•     Acquisition of all expendable and non-expendable property
•     Arrange with government authorities for all operational facilities.
•     Participate in timely management of recruitment of common services staff.
•     Act as Secretary of OMT and provides linkage with relevant work groups

1.  Ensure systematic management review of the UN Office Premises focusing on achievements of the following results:

•         Put in place and ensure sound and secured working environment for all UN Staff.
•         Undertake all actions necessary to and direct interior and exterior common services
•         Ensure regular, immediate and efficient maintenance and repairs services on equipment and facilities in the  common areas.
•        Provide briefings and orientation to supervisees
•        Evaluate and assess services provided by the contracted firms and provide evaluation reports as required.

2.    Ensures the strategic direction of operations focusing on achievement of the following results:

•     Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC) and monitoring of achievement of results.
•     Establishment of collaborate arrangements with potential partners, a Client relationship Management system for resource mobilization purposes and appropriate operational partnership arrangements.
•     CO business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services.
•     Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment.
•     Knowledge building and sharing with regards to management and operations in the CO,  synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice

3.  Ensures certification and confirmation of operational transactions focusing on achievement of the following results:

•     Interpretation and determination of applicable policies, procedures for contractual arrangements.
•     Advice the Deputy Country Director (Operations) when deviation from rules and regulations.
•      Propose alternative solutions to meet office objectives.

4.  Ensures compliance with all operational systems and procedures focusing on achievement of the following results:

•     Establishment of relevant internal control systems of the common services and facilities.
•      Accuracy, promptness and appropriateness of information and reports to Deputy Country Director (Operations).

5.  Ensure participation and provision of technical inputs on Common Services focusing on achievement of the following results:

•     Preparation of Common Services Budgets for staff, services, furniture and equipment in the common area on required periodic basis with justifications as may be required
•     Preparation and presentation of work plans for staff, services and equipment in common areas with accompanying justifications.
•     Certify expenditures for approval of payments
•     Monitor and control budget expenditure and approved allotments
•     Prepare quarterly reports for Operations/Administrative Managers of all UN Agencies.

6.  Ensure timely acquisition on all expendable and non-expendable property focusing on achievement of the following results:

•     Procurement is made according to organization’s requirements and approved budgetary provision.
•     Control of non-expendable property including utilization and recommend disposal

7.  Ensure contacts with government authorities on operational facilities focusing on achievement of the following results:

•     Preparation of Basic Cooperation Agreement for security and communication services.
•     Renewal of lease agreement for Resident Coordinator’s residence.
•     Securing necessary approval from relevant authorities for all additional an renovation works in UN House.

8.  Ensure timely recruitment of Common Services Staff focusing on achievement of the following results:

•     Provide briefings to all newly recruited staff
•     Conduct orientation for newly recruited staff in all the operational areas.

9 Ensures establishment and management of common services for all UN agencies focusing on achievement of the following results:
  

•  Establishment of common services, maintenance of coordinating machinery to ensure integrated activities on common services and implementation of the UN reform.
•  Elaboration of the strategic approach for implementation of common services in line with the latest developments in common services and the best practices.
•  Proper planning and tracking of common services budget and of Agencies contributions to the common services account.

10  Act as Secretary of OMT and provide linkage with relevant work groups

•     Coordinating the OMT meetings, provide relevant documentation and gather input for the agenda
•     Facilitate and coordinate the work of delegated work groups on UN common issues
•     Take minute of OMT meetings and share finding and best practice with members

Competencies

Corporate Competencies:

•     Demonstrates commitment to UN mission, vision and values
•     Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning

•     Shares knowledge and experience
•     Provides helpful feedback and advice to others in the office

Development and Operational Effectiveness

•     Demonstrates good IT skills
•     Good knowledge of UNDP global filing system
•     Understanding of UNDP operations procedures

Leadership and Self-Management

•     Focuses on result for the client and responds positively to feedback
•     Consistently approaches work with energy and a positive, constructive attitude
•     Remains calm, in control and good humored even under pressure
•     Responds positively to critical feedback and different points of view

Required Skills and Experience

ducation:    Master’s Degree or equivalent in Engineering, Business Administration, Public Administration,  or related field.

Experience:    5 years of relevant experience at the national or international level in managing large common premises and multiple service providers. Experience in staff management, operational sytems and establishing inter-relationships among international organization and national governments. Experience in the usage of computers and office software packages, experience in handling of web based management systems.

Language    English

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.