Antecedentes

UNITED NATIONS DEVELOPMENT PROGRAMME

 

REF: COMMON PREMISES MANAGER

United Nations Development Programme (UNDP) Turkey Country Office in Ankara seeks applications for “Common Premises Manager” position.  

Deadline of application: 6 April 2015 cob

Interested applicants are encouraged to review the detailed Job Description and apply through www.tr.undp.org.

Please fill the UN Personal History Form (P11) along with your CV as a single document                 

Only short-listed candidates will be contacted

No telephone and/or e-m inquiry will be responded.

 

Under the guidance and supervision of the UN House Management Chairperson and UNDP OM, the Common Premises Manager (CPM) ensures execution of transparent and efficient provision of common premises management for the UN House and administration of relevant and other associated common services.  Common Premises Manager promotes a client-focused, quality and results-oriented approach in the office.

Common Premises Manager works in close collaboration with the UN House Management Committee members, UNDP Finance, UNDP Procurement and UNDP Administration staff for the implementation of the work plan in the context of Common Services Project while exchanging information and to ensure consistent service delivery.

The Common Premises Manager (CPM) supervises and leads day-to day work of the UN House Technician, cleaning staff outsourced and other service provide(s) as applicable. 

Deberes y responsabilidades

 

Summary of Key Functions:

 

  1. Preparing and Implementation of operational strategies for common premises management;
  2. Ensures effective execution of common premises duties in cooperation with relevant UNDP Units (Finance, Procurement and Administration);
  3. Provision of high quality input and advise on technical issues regarding premises and common premises operation

 

1.Ensures preparation and implementation of operational strategies for common premises management, focusing on achievement of the following results:

 

  1. Prepare annual operational budget and work plan for the Common Services in consultation with UN House Management Committee and all respective UN agencies and monitor and ensure effective implementation
  2. Propose cost savings options and present methodologies for their implementation
  3. Monitors service delivery of outsourced areas and drafts proposal options to the optimum advantage of the organization;
  1. Ensure proper human and financial resources management including planning of the available resources, forecasting of needs and cost efficient proposals on how to cover administrative costs of UN House common premises and common services
  2. Development and implementation of efficient sourcing strategies for procurement of supplies and services
  3. Provide high quality technical professional services and advise in the context of refurbishments and relocations.
  4. Liaise with the Government officials or on the issues related to provision of utilities, communications, etc.

 

 

 

2.Ensures effective execution of common premises duties in cooperation with relevant UNDP Units (Finance, Procurement and Administration), focusing on achievement of the following results:

 

  1. Maintains administrative control records such as commitments and expenditures; confirmation of availability of funds prior to review by UNDP Finance;
  2. Maintains data integrity in the database and control programme; takes corrective actions when necessary;
  3. Coordinates common premises/services cost-recovery arrangements;
  4. Maintains proper control of supporting documents of funds and activities and information for the audit;
  5. Ensures maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform;
  6. Responsible for update of building’s contractual arrangements
  7. Ensures Lease or Agreement of the premises/property is valid at all times;
  8. Responsible for updated schedule of renovation/cleaning/painting of office building scheduled and all office facilities hygienic and in smooth and in running conditions at all times;
  9. Prepares Annual Action Plan for submission to UN House Management Committee for their review and approval;
  10. Carries out related activities on the establishment of common services, maintenance of coordinating machinery to ensure activities on common services;
  11. Maintains and updates tracking system of common services budget and of Agencies contributions to the common services account;
  12. Monitors common services and identify areas where services can be improved and cost reduced.
  13. Initiate and finalize procurement processes in the context of common premises management (including supplies, services, goods)  in consultation with UNDP Procurement Unit
  14. Monitor agreements, contracts in the context of common premises management (including supplies, services and goods) to ensure their validity and initiate action for renewal or extension, amendment in consultation with UNDP Procurement or Administration as appropriate.
  15. Act as Asset focal point for common premises assets and ensure their tracking in cooperation with UNDP Administration, ICT Unit and UNDP Asset Focal Point
  16. Acts as a Secretariat to the UN House Management Committee,
  17. Serve as facilitator and problem solver
  18. Manages UN House/ Common Services Staff in the UN House.

 

  

     3.    Ensures provision of high quality input and advise on technical issues regarding premises and common premises operation focusing on achievement of the following results:

 

  1. Ensure compliance of refurbishment or construction works in accordance with the necessary technical specifications, building codes and regulations
  2. Preparation of work plan through critical path, in line with the approved design
  3. Provide technical input and advise to UN system and all parties concerned (designer, Contractor for Civil Works, Supervision Engineer, the construction team, architect and government officials etc)
  4. Ensure review of local and corporate UN standards, specifications (environmental, energy efficiency, etc) that would feed into modification or design of UN Premises
  5. Prepare technical brief notes, analyses and reports on common premises for UN/UNDG or local authorities including municipalities and Ministries.

Competencias

Functional Competencies:             

 

Advocacy of UN Common Services Agenda

 

 Ppreparing information for advocacy

  1. Identifies and communicates relevant information for a variety of audiences for advocating UN‘s mandate

 

Results-Based Management

 

Contributes into results through primary research and analysis

  1. Assesses project performance to identify success factors and incorporates best practices into project work
  2. Researches linkages across programme activities to identify critical points of integration
  3. Monitors specific stages of implementation
  4. Analyzes country situation to identify opportunities for development
  5. Participates in the formulation of proposals and ensures substantive rigor in the design and application of proven successful approaches and drafts proposals accordingly

 

Building Partnerships

 

Maintaining a network of contacts

  1. Maintains an established network of contacts for general information sharing and to remain up-to-date on common premises/services related issues
  2. Analyzes and selects materials for strengthening alliances with common premises/services related partners and stakeholders

 

 

Marketing New Approaches

 

Enhancing processes or products

*  Generates new ideas and proposes new, more effective ways of doing things

*  Documents and analyses innovative strategies/best practices/new approaches

 

Resource Mobilization (Field Duty Stations)

 

Level 1.2:  Providing inputs to resource mobilization strategies

  1. Analyzes information/databases on potential and actual donors
  2. Develops a database of project profiles.  Identifies opportunities for project proposals for presentation to donors

 

Promoting Organizational Learning and Knowledge Sharing

 

Level 1.2: Basic research and analysis

  1. Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
  2. Documents and analyses innovative strategies and new approaches

 

Job Knowledge/Technical Expertise

 

Fundamental knowledge of own discipline

  1. Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
  2. Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  3. Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  4. Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools and utilizes these regularly in work assignments

 

Client Orientation

 

Establishing effective client relationships

*  Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion

*  Organizes and prioritizes work schedule to meet client needs and deadlines

*  Anticipates client needs and addresses them promptly

 

Core Competencies:

  1. Demonstrating/safeguarding ethics and integrity  
  2. Demonstrate corporate knowledge and sound judgment
  3. Self-development, initiative-taking
  4. Acting as a team player and facilitating team work
  5. Facilitating and encouraging open communication in the team, communicating effectively
  6. Creating synergies through self-control
  7. Managing conflict
  8. Learning and sharing knowledge and encourage the learning of others.
  9. Informed and transparent decision making

Habilidades y experiencia requeridas

 

Education:

 

BS Degree in Civil Engineering or related field.

 

 

Experience:

 

Relevant experience:

  • Minimum 9 years of facility administration or management experience comprising large residential, commercial or diplomatic sites/buildings at the national or international level.
  • Out of 9 years of relevant experience, a minimum 5 years of relevant experience at the Manager Level.

 

Specific requirements:

  • Minimum 2 years of facility administration management experience with international organizations, international institutions, and international companies, Consulates, Embassies and Diplomatic Missions.

 

General requirements:

  • Experience in the usage of computers and office software packages, experience in handling of web based management systems.

 

Language Requirements:

 

Fluency in English.