Common Premises Associate

Background

The establishment of a UN House (or Common Premises) for United Nations organizations is an important component of the UN’s Reform Programme. The objective is to build closer ties among United Nations staff and promote a more unified presence at the country level, where possible and where it economically makes good business sense. In this context, the UN House in Dili, Timor-Leste was established and it comprises, at present, the presence of the following UN programmes and funds; specialized agencies, departments & offices and entities: UNDP, UNICEF, UNWOMEN, UNESCO, UNFPA, UNDSS, ILO, WHO and UN Human Rights. For an efficient and effective management of operational activities/initiatives in the UN House services, a Common Premises Unit was established and is positioned under UNDP’s organizational structure as UNDP has been mandated to manage the Common Premises’ operational activities and the associated budgets.

The Common Premises is Unit is led by a Common Premises Manager who works under the supervision of the UNDP International Operations Manager. A Common Premises Associate is also necessary to ensure the effective and satisfactory provision and maintenance of common premises including administration and finance services to the UN House.

Under the guidance and direct supervision of the National Common Premises Manager (and as and needed the UNDP’s Operations Manager), the Common Premises Associate will ensure the effective and satisfactory provision and maintenance of common premises including finance and administrative services to the UN House. The Common Premises Associate will work in close collaboration with the operations and administrative staff of the UN House agencies and outsourced service providers as and when necessary to ensure that quality service is provided to maintain a high standard of services and to provide a comfortable and safe working environment.
 

Duties and Responsibilities

Under the guidance and direct supervision of the National Common Premises Manager, the Common Premises Associate will ensure the effective and satisfactory provision and maintenance of common premises including any outsourced service providers and administrative services to the UN House and the accurate billing and charging of shared costs across UN House Agencies.
The Common Premises Associate will work in close collaboration with the operations and administrative personnel of the UN House agencies as and when necessary to ensure that quality service is provided to maintain a high standard of services and to provide a comfortable and safe working environment.

The Common Premises Associate will undertake his/her tasks in consistency with the UNDP corporate rules, regulations and policies. He/she will work in close cooperation with UNDP operation units and report directly to UNDP OM.

1. Support the Common Premises Manager on all aspects of occupancy and use of Common Premises and projects/services

    • Assist Common Premises Manager in liaising with UN Agencies to assess the needs of UN Agencies, collect proposals.
    • Prepare annual Common Premises/Services work plan, and annual budget for its implementation, submission of the documents to UNDP’s Operations Manager for discussion.

2. Manage all Common Areas in the UN Building and adjacent territory

    • Support Common Premises Manager in implementation of the work plan/projects within the time limits proposed and as approved by Heads of Agencies. 
    • Assist Common Premises manager in close coordination with UNDP’s Operations Manager, manage all Common Areas in the Common premises including: the Parking Lot, UN Agency Conference Room, Security Guards Posts, electricity, toilets and water supply facilities and equipment (including electricity generator, storage containers etc). Also, manage air conditioning of common areas, waste removal, sewerage system, grounds maintenance, upkeep of buildings. 
    • Maintain an inventory of all items in the Supply Containers.

3. Ensure proper human and financial resources management related to the common services, including planning of the available resources, forecasting of needs and cost-efficient proposals on how to cover administrative costs, cost adjustments and preparation of invoices

    • Support the Common Premises Manager to monitor budget and prepare regular financial reports to the Operations Manager, Resident Coordinator and the Agencies resident in the common premises, on the use of funds. 
    • Process payments from the common services account, preparation of Common Premises invoices, preparation of Requests for Purchase orders and Contracts for common-services related issues, raise requisition, filling the Vendor Form for vendor creation in Quantum. 
    • Support common premises monitoring the work of cost-shared Common Premises personnel, which includes grounds maintenance (plumbing and water). 
    • Responsible for expendable and non-expendable property located in the Common premises and preparation of the inventory report. 
    • Assist Common Premises Manager conducting or coordinating joint training programmes for the UN personnel in the UN building, related to commons services or premises.

4. Support knowledge building and knowledge sharing 
    • Provide support in the dissemination and sharing of relevant data and lessons learned within the CO and regionally. Keep pulse on emerging best practices nationally, regionally, and internationally that relate to the work.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core Core Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements  Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible  Act with Determination:  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

Cross-Functional & Technical Competencies:  Thematic Area Name Definition Business Direction & Strategy Strategic Thinking Develop effective strategies and prioritised plans in line with UNDP’s mission and objectives, based on the systemic analysis of challenges, opportunities and potential risks; link the general vision to reality on the ground to create tangible targeted solutions; learn from a variety of sources to anticipate and effectively respond to both current and future trends; demonstrate foresight. Business Direction & Strategy Effective Decision Making  Take decisions in a timely and efficient manner in line with one's authority, area of expertise and resources and take into consideration potential wider implications.  Business Development  Knowledge Generation  Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.  Business Management  Partnerships Management  Build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies  Administration & Operations  Building, facilities & office space management  Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data  Administration & Operations  Lease management  Ability to perform business case analysis to enter into an agreement with owners, governments and sister UN agencies, collect leasehold data for each location and maintain the global premises database; administer RFA  Partnership management  Emerging partnerships  Ability to engage with emerging partners, develop and manage a strategy and develop approaches to developing and managing these new strategic partnerships 

Required Skills and Experience

Education:

Experience:

Required Skills:

Desired skills in addition to the competencies covered in the Competencies section:

Required Languages (s): 

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.