Background

Under the overall guidance and supervision of the Common Services Manager, the Common Services Associate provides the overall administration and execution of varied and inter-related operational and logistical activities in the office, ensuring high quality and accuracy of work. This includes efficient and smooth functioning of the General Services Unit, while cooperating with the General Services Unit for consistent services delivery and constant evaluation and readjustment of the Common Services to take into account changes in the operating environment as and when required by the UN Agencies.

The Common Services Associate leads and guides the Common Services staff and works in close collaboration with the Operations, Programme and projects staff in the Country Office (CO) and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Contributes to the implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
• CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs) in Common Services Administration;
• Preparation of Common Services team results-oriented work plans;
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with Common Services Manager and Office Management;
• Knowledge building and sharing with regards to management and administrative in the CO organization of the administrative staff trainings, synthesis of lessons team/best practices and sound contribution to UNDP knowledge networks and communities of practice.

Ensures effective and accurate financial resources management and supervision of the common services team, focusing on achievement of the following results:

• Proper planning, expenditure tracking and audit of the common financial resource in accordance with UNDP rules and regulations;
• Proper management of the contributions management business process and accounting for contribution to ensure that the money required for the smooth running of the Common Services Unit is properly identified, consistently recorded on a timely basis and received with supporting documentations;
• All financial transactions related to the Common Services budget are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures;
• Presentation of thoroughly researched information for planning of financial resources for administrative services;
• Preparation of the Common Services budget, audit and other reports;
• Provision of researched information, reports for audit exercises.

Ensures proper common services organization and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results:

• Establishment of common services, maintenance of coordinating machinery to ensure integrated activities on common services and implementation of the UN reform;
• Elaboration of the strategic approach for implementation of common services in line with the latest developments in common services and the best practices Cooperate with the Common Services Unit regarding integrated activities on common services and implementation of the UN reform;
• Proper planning and tracking of common services budget and of Agencies contributions to the common services accounts.

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

• Organization of training for the operations/projects staff on common services;
• Briefing to UN Agencies staff on common services matters; provision of advice and administrative support related to common services;
• Sound contributions to knowledge networks and communities of practice.

Support, adjust, and apply engineering techniques, conduct test and inspect, prepare reports and calculations, including:

• Determines engineering requirements by conducting inspections and analytical tests; analyzing and synthesizing data; maintaining control charts; determining root causes; preparing bid specifications.
• Resolves engineering problems by collecting and analyzing information; researching, analyzing, adapting, and modifying engineering techniques; recommending solutions; preparing drawings, schematics, and diagrams; evaluating components, materials, and suppliers; resolving design integration issues; developing specifications and safety standards; performing installations.
• Verifies engineering applications by conducting tests and inspections; building and analyzing models and simulations; conducting laboratory experiments and measurements.
• Maintains project team accomplishments by communicating essential information; coordinating actions; obtaining expert input; reviewing open issues and action items; contributing information to team meetings and reports; escalating project completion impediments.
• Meets cost standards by preparing cost-benefit analyses; tracking and reporting expenses.
•  Complies with codes and regulations by complying with requirements; preparing permit applications, plans, and compliance reports.
• Prepares guidelines by describing operational and testing methods and procedures.
• Maintains and improves quality results by completing quality assurance tests; following standards; studying, evaluating, and re-designing processes; implementing changes.
• Ensures operation of analytical equipment by calibrating equipment; completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
•  Keeps supplies ready by inventorying stock; placing orders; verifying receipt.
• Prepares engineering reports by collecting, analyzing, and summarizing data and trends; entering data and generating reports and presentations; performing calculations.
• Updates job knowledge by tracking and understanding emerging engineering practices; participating in educational opportunities and professional organizations; reading professional publications; maintaining personal networks.
•  Enhances engineering and organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.

Maintain all building codes, installation requirements and relevant legislation.

Administer and schedule work, including:

• Prepare pricing and budgets
• Prepare orders of supplies
• Keep daily reports
• Schedule work in cooperation with other trades and suppliers

Impact of Results

• The key results have an impact on the efficiency and effectiveness of the Common Services Unit. Accurate analysis and presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country, facilitates subsequent action by a supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization of activities related to the Operations Section as it also relates to the use of corporate resources.

Perform other related duties as required.

Competencies

Building Strategic Partnerships: Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives;
• Maintains databases of donor information;
• Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments.

Promoting Organizational Learning and Knowledge Sharing: Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things;
• Documents innovative strategies and new approaches;
• Identifies and communicates opportunities to promote learning and knowledge sharing.

Job Knowledge/Technical Expertise: Fundamental knowledge of processes, methods and procedures

• Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines;
• Possesses strong knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
• Identifies new and better approaches to work processes and incorporates same in own work and in work of supervisees;
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
• Demonstrates comprehensive knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development: Presentation of information on best practices in organizational change

• Documents ‘best practices’ in organizational change and development within and outside the UN system;
• Demonstrates ability to identify problems and recommend remedial measures and proposes solutions.

Design and Implementation of Management Systems: Data gathering and implementation of management systems

• Uses information/databases/other management systems;
• Provides inputs to the development of simple system components;
• Makes recommendations related to work procedures and implementation of management systems.

Client Orientation: Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
• Anticipates clients needs;
• Solicits feedback on service provision and quality.

Promoting Accountability and Results-Based Management: Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems;
• Prepares timely inputs to reports;
• Provides inputs to the development or organizational standards for accountability.

Core Competencies:

• Demonstrating/safeguarding ethics and integrity;
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Building staff competence, creating and environment of creativity and innovation;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Sharing knowledge across the team players and building a culture of knowledge sharing and learning encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Fair and transparent decision making; calculated risk-taking.

Skills and Abilities:

The Common Services Associate, must demonstrate the following skills:

• General Math Skills;
• Reporting Research Results;
• Dealing with Complexity;
• Innovation;
• Ability to work cooperatively with other trades;
• Team building skills;
• Analytical and problem solving skills;
• Decision making skills;
• Effective verbal, presentation and listening communications skills;
• Effective negotiation and mediation skills;
• Computer skills to operate computerized accounting, spreadsheet, database and word processing, programs at a fair level;
• Stress management skills;
• Time management skills .
  

Personal Attributes

The Common Services Associate must maintain strict confidentiality in performing his duties and must also demonstrate the following personal attributes:

• Be respectful;
• Possess cultural awareness and sensitivity;
• Be flexible;
• Demonstrate sound work ethics.

Required Skills and Experience

Education:

• Bachelors’ Degree or equivalent in Business Administration or Public Administration, Finance, Economics or related field;
• The Common Services Associate may need to have a Certification in Engineering from a recognized and accredited institution. If not available the Common Services Associate will need to provide a copy of his/her highest education degree/diploma obtained with employment certificate or copy of contract with the last employer.
  

Experience:

• 5 years of relevant experience in administration in providing management advisory services and/or managing staff and operations systems and establishing inter-relationship among international organizational and national governments. Experience in the usage of computers and office software packages, experience in handling of web based management systems and preferably Atlas;
• Experience in accrual accounting, IPSAS is highly desirable.
• Completed UNDP Procurement Certification Programme is an asset

Language Requirements:

• Fluency in French and English.