UNDP Jobs - 55782- Common Services Manager

Common Services Manager - (Open to Citizens of Turkmenistan)

Location :

Ashgabat, TURKMENISTAN

Type of Contract :

Service Contract

Starting Date :

01-Jun-2015

Application Deadline :

01-May-15 (Midnight New York, USA)

Post Level :

SB-5

Duration of Initial Contract :

1 year with possible extension

Languages Required :

English Russian

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 direct supervision of Operations Manager and overall guidance of the Resident Coordinator/Resident Representative, 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 Common Services Manager 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.

Duties and Responsibilities

Summary of key functions:

Support development and delivery of common services to the UN agencies;
Common Premises management and supervision;
Implementation of proper supply and asset management of common premises;
Facilitation of knowledge building and knowledge sharing.

Support the development and delivery of common services to the UN organisations operating in Turkmenistan by:

Maintaining an organized document repository of all related common services, including a database of CS customers, vendors, roster, 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;
Establishing and maintaining a set of common policies, procedures, standards and tools which are consistent with UN policy and practice - to ensure proper accounting, financial management and control, including billing procedures;
Preparing and managing necessary agreements for operational inter-agency cooperation;
Organizing, coordination and management of pouch services for the UN agencies and proper prorating and billing of user agencies. Preparing and submitting documents for payment.

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

Oversee UN Common Premises contracts and procurement, provide technical advise/ draw specifications for common premises procurement;
Manage UN common services and overseeing maintenance staff including certification for payments;
Manage UN common premises maintenance activities, including preparing an annual maintenance plan;
Prepare the annual UN common premises budget for submission to the CSC and approval by UNCT;
Manage the UN common premises budget and provide quarterly reports to UN agencies to ensure that the common services account always has a positive or zero balance;
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 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;
Be responsible for maintenance and cleanness of internal and external areas of the common premises by maintaining contact with the Hyakimlik and other governmental bodies in carrying out the task;
Ensure common premises electrical lights and watering of the garden are properly maintained and facilitate water and electricity bills settlement through liaising with the local authorities;
Assistance in the preparation of cost-recovery bills in Atlas for the administrative services provided by UNDP to other agencies if requested.

Ensures implementation of proper supply and asset management for common services, focusing on achievement of the following results:

Coordination of assets management of the common premises;
Maintain inventory of supplies and equipment purchased on behalf of common premises;
Timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items;
Coordination of the disposal procedures of assets reached the useful lifespan and also damaged or stolen assets according UNDP rules and regulations;

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.

Competencies

Corporate Competencies:

Demonstrates commitment to UN’s 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;
Encourages common services/premises staff to share knowledge and contribute to knowledge development and management;
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

Ability to perform a wide range of varied, inter-related complex financial and administrative services;
Ability to extract, interpret and analyze data and resolve operational problems;
Ability to work with minimum supervision;
Ability to supervise and train support staff;
Ability to plan and organize work;
Good knowledge of Results Management Guide and Toolkit;
Sound knowledge of financial rules and regulations, accounting;
Strong IT skills, PeopleSoft (Atlas);
Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems.

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;
Demonstrates openness to change and ability to manage complexities;
Responds positively to feedback and differing points of view.

Required Skills and Experience

Education:

University Degree in Business or Public Administration, Economics, Engineering and Natural Sciences or any related disciplines.

Experience:

5 years of management experience in planning, budgeting, arrangement and coordination of operational services;
Experience in supervising and managing teams;
Familiarity with the aid context and development processes;
Work experience with UN agencies is an asset;
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems;

Language requirements:

Fluency in English and Russian;
Knowledge of Turkmen language is an asset.