Antecedentes

 
The Headquarters’ Services Section (HQSS) in the Administrative Services Division is the institutional anchor of UNDP’s work in facilities management support. Led by Deputy Chief of ASD, the HQSS provides cores services designed to support all units in UNDP HQ.
 
ASD is currently experiencing a backlog of invoices including some legacy invoice cases which required to be cleared in 2010. The incumbent of this position will be responsible for preparing the background for settlement of these invoices. The incumbent will also be responsible to analyze and prepare the business processes in terms of facilities management area and recommend areas for improvement. 
 
The incumbent will work closely with the Facilities Specialist, UNDP HQ and UN Agencies. 
 
 
(The Post Category is: Management Project Funded (MPF) post)

Deberes y responsabilidades

The Facilities Associate will report directly to the Facilities Specialist in the Administrative Services Division (ASD) and is responsible for raising all necessary ATLAS requisitions, inspection of invoices, communication to vendors, etc.  In addition, s/he will be required to analyze the business processes and procedures in the facilities management area and recommend areas for improvement.  He/She is expected to:
  • Review, verify the outstanding invoices and prepare payments using ATLAS to the vendors;
  • Coordinate in preparation of background information for maintenance vendors and relevant procurement processes;
  • Conduct research/acquire background information on lease matters, disputes, space allocation, policy issues and any other matters pertaining to facilities as required and instructed by the  Facilities Specialist (ASD) or senior management of ASD;
  • Assess the level/type/duration of work required by the various facilities-related contractors/subcontractors in the renovation/refitting and /or maintenance of the office space under UNDP’s management (i.e. liaise with contractors; scrutinize work estimates; check work in progress and ensure work is undertaken and approved);
  • Co-ordinate, as advised by the Facilities Specialist (ASD) or senior management of ASD with other UN agencies/building managers on specific issues pertaining to the buildings/office space under UNDP’s management.
  • Review, analyze and assist in the finalization of cost estimates and budget proposals for facilities work orders;
  • Undertake research and analysis of current operating procedures in HQSS and recommends areas of improvement through documentation;
  • Assist managers in the elaboration of resource requirements for the budget submission of HQSS;
  • Monitor budget implementation and expenditures; recommends reallocation of funds within activities as necessary;
  • Reconcile accounts and analyze cause of discrepancy;
  • Reviews requisitions for services to ensure correct coding of expenditure and availability of funds;
  • Keeps up-to-date documents/reports/guidelines that have a bearing on matters related to HQSS;
  • Provides guidance, training to other general service staff in the area;
  • Prepares a detailed plan and executes knowledge transfer of facilities management functions to the Facilities Specialist and other general service staff by building capacity;
  • Performs other duties as assigned.

Competencias

Corporate Competencies:
  • Demonstrates commitment to UNDP’s mission, vision and values
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies:
  • Development and Operational Effectiveness
  • Ability to perform a variety of specialized tasks related to facilities management
  • Ability to provide input to business processes
  • 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.
Knowledge Management and Learning
  • Shares knowledge and experiences with peers

Habilidades y experiencia requeridas

Education:

  • Secondary Education. University Degree in Management, Business or Public Administration, or any relevant area would be desirable, but not a requirement.

Experience:

  • Minimum 7 years of progressively responsible administrative experience particularly in facilities management is required.  Experience in the usage of computers and office software packages (MS Office package, etc).  Hands on experience in the use of ATLAS. 

Language Requirements:

  • Excellent communication skills, verbal and written, in English are required.