Committed to the judicious and transparent use of UN resources, the UN House Assistant will carry out the following tasks in consistency with the UNDP corporate rules, regulations and policies: Planning and implementation of common service activities: - Manage the common building services as detailed in the lease agreement documents concerning the Occupancy and Use of the UN House by UN agencies; establish and maintain an organized, centralized, chronologically updated and user-friendly repository of all related UN House documents enabling easy access, retrieval and understanding of processes conducted;
- Establish collaborative arrangements with the landlord and service providers to ensure the smooth management of the UN House, including UN premises oversight; arrange and coordinate with the landlord, any repairs, remodeling and renovation work to be done with respect to the UN House, Common Areas, offices, including any offices not allocated to an agency, if such work affects the building; participate in evaluation of works implemented, including quality management; maintain an accurate and updated registry/log of all service works implemented by the maintenance companies in the building;
- Create and maintain the data base of suppliers and service providers; provide efficient general services and logistical services, including common services organization; coordinate (between the UN House agencies and external service providers) the management of and performance monitoring/review/evaluation/assessment of outsourced common premises services, including but not limited to janitorial and cleaning services, etc.; support with UN House procurement, in collaboration with UNDP;
- Calculate office space requirements and relevant costing for agencies requesting expansion or reduction of space; assess the available capacities in terms of office space for new tenants and providing these with pro forma space costs; review of economic and available facilities and services for the UN agencies, providing recommendations on these to the UNHMC; optimize the use of existing in-house resources and apply cost optimization strategies whenever possible.
Invoice Management for common services - Estimate the pro forma cost-shared and non-shared amounts for common area services and other related expenses (including UN Coordination activities) for the ensuing calendar year to assist agencies in their budget planning; prepare and, upon Finance department clearance, provide each agency with the UN House cost distribution as invoiced by the landlords, including the relevant supporting documents for these invoices; based on the report provided by the Finance department, provide each agency with an itemized accounting of the Annual Base Cost, Common Area Expenses and other expenses (including UN Coordination activities) for the preceding year actually incurred and paid, together with a tabulation of the amounts collected, and showing any amounts over or below the actual expenditures;
- Maintain electronic and hard copy filing systems which may be inspected at any reasonable time by the authorized staff of any agency.
Communications - Disseminate information and communications on UN House updates to UN House agencies; ensure smooth communication with members of the UNHMC and its sub-committees.
Other functions - Maintain UN House Conference Room bookings; update and maintain list of UN Belgium entities for internal circulation; carry out regular property inspections; handle move-ins and move-outs inspections.
Institutional Arrangement Under the guidance and direct supervision of the Chair of the UNHMC, the UN House Assistant will ensure the effective delivery of premises maintenance and administrative services, facilitate the efficient running and maintenance of the said services, guarantee satisfactory performance of any outsourced common services providers, and the accurate billing and charging of shared costs across UN House Agencies. As designated Common Premises Focal Point, the UN House Assistant will report to and support the UNDP Deputy Director as Chair of the UNHMC and the UNHMC in the daily administration of the UN House. Whilst performing the duties, s/he will work in close collaboration with the Operational/Administrative units of the UN House and with UNDSS Belgium.
|
