UNDP Jobs - 51311- Administrative Associate

Administrative Associate - Premises

Location :

Panama City, PANAMA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

23-Nov-14 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

Languages Required :

English Spanish

Expected Duration of Assignment :

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.

Background

Under the guidance and supervision of the Services Administration Manager (LNOB), the Administrative Associate for Premises supports the overall management and control of the Regional Hub premises and facilities, administers room assignments, coordinates the cleaning and maintenance; administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate for Premises promotes a client, quality and results oriented approach.
The Administrative Associate for Premises works in close collaboration with the building management, Programme and Operations Teams in the Regional Hub, HQ, other UN agencies staff, Government Officials and suppliers to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

Implementation of operational strategies;
Administration of premises management;
Support to administrative and financial control;
Support to knowledge building and knowledge sharing.

Ensures implementation of operational strategies:

Full compliance of administrative management ensuring that proper premises management is performed in adherence to UN/UNDP rules, regulations, policies and strategies and that procedures are complied with at Regional Hub units;
Provision of inputs to the Regional Hub administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

Ensures proper administration of premises:

Supports the management of office space including acquisition and maintenance of office equipment and supplies;
Monitoring of routine interventions on technical installations including heating, ventilation and air-condition (HVAC) systems, lifts, fire equipment, sanitary pumps, and electrics, in consultation with building management;
Management of a range of facility maintenance services including office space planning, asset inventory and disposals, security, and waste management;
In consultation with Regional Hub management and coordination with BoM and UN House Administration, recommendations on all aspects of the building services functions including implement plans, liaises with contractors, for preventive maintenance and upgrade of office premises;
Implement and monitor activities recommended by the greening specialist or required by LEED certification;
Management of requests of other UN agencies to use any of the facilities of the Regional Hub;
Liaison between the Regional Hub management and government bodies for compliance and adherence to local regulations on environment, work prevention and health & safety standards;
Coordination of all activities related to the management of UN House. Work in close collaboration with the UN House Administration.

Provides support for effective administrative and financial control in the office:

Provision of inputs in the planning and preparation of the Regional Hub management budget, in particular related to office space, furniture and supplies requirements;
Maintenance of administrative control records such as commitments and expenditures;
Review, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations;
Presentation of thoroughly researched information for planning of financial resources for administrative services;
Establishment of criteria for pro-ration of the Regional Hub Units and Agencies contributions to the common services account, preparation and modifications of the common services budget and follow up on timely recovery of payments;
Timely preparation of cost-recovery bills in Atlas for the services provided, elaboration and implementation of the income tracking system and follow up on cost recover;
Coordination and supervision of shipments and customs clearance, administrative surveys, transportation services and insurance, space management, procurement of supplies;
Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.

Supports knowledge building and knowledge sharing in Regional Hub:

Briefing of staff members on issues relating to area of work;
Sound contributions to knowledge networks and communities of practice.

Competencies

Functional Competencies:

Promoting Organizational Learning and Knowledge Sharing:

Basic research and analysis:

Researches best practices and poses new, more effective ways of doing things;
Identifies and communicates opportunities to promote learning and knowledge sharing;
Develops awareness of the various internal/external learning and knowledge-sharing resources.

Job Knowledge/Technical Expertise:
Fundamental knowledge of processes, methods and procedures

Understands the main processes and methods of work regarding to the position (asset management);
Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
Identifies new and better approaches to work processes and incorporates same in own work;
Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
Demonstrates good knowledge of information technology and applies it in work assignments;
Demonstrates in-depth understanding and knowledge of the current guidelines and tools, and utilizes these regularly in work assignments.

Promoting Organizational Change and Development:
Presentation of information on best practices in organizational change

Demonstrates ability to identify problems and proposes solutions;
Documents processes to support change initiatives.

Design and Implementation of Management Systems:
Data gathering and implementation of management systems

Uses information/databases/other management systems;
Makes recommendations related to work procedures and implementation of management Systems.

Client Orientation:
Maintains effective client relationships

Reports to internal and external clients in a timely and appropriate fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
Responds to client needs promptly.

Promoting Accountability and Results-Based Management:
Gathering and disseminating information

Gathers and disseminates information on best practice in accountability and results-based;
management systems;
Prepares timely inputs to reports;
Maintains databases.

Core Competencies:

Demonstrate corporate knowledge and sound judgment;
Self-development, initiative-taking;
Acting as a team player and facilitating team work;
Facilitating and encouraging open communication in the team, communicating effectively;
Creating synergies through self-control;
Managing conflict;
Learning and sharing knowledge and encourage the learning of others;
Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Informed and transparent decision making.

Required Skills and Experience

Education:

Secondary Education with specialized certification in Administration;
University Degree in Finance, Business or Public Administration desirable, but is not a requirement.

Experience:

6 years of progressively responsible administrative experience is required at the national or international level;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.), knowledge of automated procurement systems, experience in handling of web based management systems.
Knowledge of IPSAS and/or IFRS desirable.

Language:

Fluency in English and Spanish, both oral and written, is required;
Working knowledge of other UN official language is an asset;
Proficiency in English will be tested through assessment tools such as TOEFL.

Other:

Completion of UNDP Procurement Certification Programme would be a requirement upon recruitment.

Note

All applications can include only one attachment that consists of a complete and signed UNDP P11 - Personal History Form together with an updated English CV. Applications without the complete P11 form will be treated as incomplete and will not be considered for further assessment.

Only short-listed qualified candidates will be contacted.

Applications received after the deadline will not be considered.

This is a local position, therefore only citizens of the Republic of Panama can apply. Candidates who are not nationals but are residents of Panama with legal working status may also be considered.

If you require assistance with your application please contact: rc.lac.vacancy@undp.org