Background

Under the direct supervision of the Administrative Analyst, the Premises Associate provides support in management of outsourced staff and services in the Country Office (CO) ensuring their effective delivery. The Premises Associate promotes a client-focused, quality and results- oriented approach in premises management.

The position also supervises, monitors and coordinates the work of the outsourced staff.  He/She will work in close collaboration with the CO management and staff, projects and other UN Agencies for resolving common services-related issues and service delivery.

Duties and Responsibilities

Summary of Key Functions:

• Management of all activities of outsourced premises maintenance staff and utilities;
• Preparation of  Common Services Account plan and budget;
• Supports preparation of contingency plans for compound emergencies;
• Facilitation of knowledge building and knowledge sharing.

Manage outsourced activities in the UN Compound and proactively engage in improvement measures on compound maintenance, focusing on enabling the following results:

• Plan and implement maintenance schedules for all staff and utilities (water, electricity, PABX, lightning protector);
• Ensure all office facilities are in smooth and running condition at all times; 
• Ensure that all building and external areas are maintained to a high standard, contributing to a positive corporate image and providing staff a comfortable and efficiently maintained work environment;
• Schedule and monitor maintenance/repair/washing/painting work of the office building and environment;.
• Propose and implement cost saving and reduction strategies in consultation with office management and stakeholders;
• Reviews client satisfaction with services provided and explores avenues for improvement;
• Executes reconstruction/renovation/repair work on the workplan or as agreed on budgets.

Prepare Common Service Work Plan and Budget::

• Preparation of CSA plan and budget on time for the review of CSA working committee and approval of the Board;
• Planning and expediting work plan effectively in liaison with respective units of UNDP Operations;
• Report periodically to CSA working committee on progress of activities and adjustments to work plan and/or budget.

Working closely with UNDP focal points on IPSAS for guidelines, ensures that premises/maintenance budget is compliant in all areas including  assets management, focusing on achievement of the following results:

• Maintenance of records on assets management, preparation of reports, particularly Common Assets;
• Maintenance of files and records relevant to office maintenance;
• Provision of support to maintenance of common premises and common services.

Ensures preparation of contingency plan for compound safety:

• Supports preparation of emergency plans with regard to fire, interruptions to utility services, safety and security of UN staff and property;
• Maintain close rapport with office of FSCO on security and MOSS compliance of the compound;
• Ensures that all compound service providers are prepared for compound emergencies and is able to support in implementing emergency plan.

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Involve and consult with stakeholders on the smooth operations and management of the UN Compound;
• Learn and share best practices on Common services.

Impact of Results:

The key results have an impact on the overall CO efficiency in maintenance of the common premises, smooth running of the premises and providing the staff with a conducive work environment.  Accurate projections, analysis and assessment ensure client satisfaction and timely delivery of services.

Competencies

Corporate Competencies:

• Demonstrates commitment to UNDP’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;
• Actively works towards continuing personal learning and development acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

• Knowledgeable on contract management, maintenance, budget preparation, building management; implementation of contract and sourcing strategies, reporting;
• Sound knowledge of UN rules and regulations;
• Ability to provide input to implementation of new system.

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;
• Demonstrates openness to change and ability to manage complexity.
  

Required Skills and Experience

Education:

• Secondary Education with specialized training in business administration. University Degree in Business, Engineering or related area would be desirable, but it is not a requirement.

Experience:

• Minimum 7 years of progressively responsible administrative experience and/or building and maintenance management experience is required at the national or international level;
  
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) experience in handling of web based management systems.  

Language Requirements: 

• A working knowledge of English, as well as Sinhala and/or Tamil.