Background
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
The Common Services Associate will work under the overall guidance of the UN Country Team (UNCT), through the Chair of the Operations Management Team (OMT), and under the direct day-to-day supervision of the UNDP Operations Manager. The incumbent is responsible for managing UN common premises and services including financial management.
The CSA will promote a client-oriented approach consistent with UN/UNDP rules and regulations and work in close collaboration with the OMT and UN Coordination Officer and all operations personnel in all UN Agencies in Eritrea to implement common services-related programs, exchange information, and ensure timely delivery of services to various clients.
Position purpose
Ensures implementation of operational and financial management strategies, and adapts processes and procedures, proper implementation of common services with other UN Agencies, management of common services budgets and related financial transactions, and organization and functioning of the optimal cost-recovery system, and ensures facilitation of knowledge building and knowledge sharing in the UN agencies on operational matters.
Key Duties and Accountabilities
1. Ensures implementation of operational and financial management strategies, and adapts processes and procedures:
Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies; Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system; Supports the accounting, administrative and logistical functions in the country office to achieve the UN objectives; Ensures efficient and effective Invoicing and the use of correct budget line (Chart of Accounts-COA) Country Office business processes mapping and elaboration of the content of internal Standard Operating Procedures in the Country Team under the supervision of the OMT Chairperson and the Operations Manager; Liaise with UN Department of Safety and Security (UNDSS) on implementation of the minimum operating security standards (MOSS) in the Country Office; In coordination with UNDSS and Emergency Telecommunications center, implement/ improve the common security telecommunication system in the country office; In coordination with the OMT chair, the OMT WGs, the BOS Taskforce, and the RC office, coordinate/support in the planning and implementation of the BOS in Country.2. Ensures proper implementation of common services with other UN Agencies:
Implementation of common services in line with the latest developments in common services and the best practices; Secretariat support to Operations Management Team (OMT) meetings and preparation of the minutes of meetings; Follow up on all OMT meetings decision; Develop annual work plans with related budgets that respond to the needs of different UN Country team and submit them for approval to the Country Team operations working group and to the OMT; Monitor the implementation of approved quarterly work plans; Coordinate between OMT Working groups and relevant units in the CO for the implementation of the approved work plans, as needed; Communicate with the government authorities on operational and administrative issues of the Country Office; Ensure that UNDP rules and regulations pertaining to efficiency, transparency, competitiveness and value-for-money are adhered by the UN Country Team when procuring goods and/or services; Assist in the preparation of relevant Memorandum of Understandings for common premises and common services, as needed.3. Ensures the management of common services budgets and related financial transactions, and organization and functioning of the optimal cost-recovery system:
Liaise with all UN agencies to prepare quarterly work plans along with related budgets before submission to the OMT for approval; Establishment of common services budgets in ATLAS and ensure Proper planning and monitoring of common services budget; Implementation of cost-recovery mechanisms for management of common services budgets; Proper tracking of expenditure and verification of related financial transactions and payments in accordance with UNDP rules and regulations; Monitors effective delivery of common services budget; Calculates cost recovery due in respect of services provided to UN Agencies. Enters and track related bills into ATLAS; Coordinates procurement plan for common activities in the country, support preparation of invitations to bid (ITB), and Request for Quotation (RFQ), compiles and tabulates bids for submission to Contracts, Assets and Procurement Committee; Ensures compliance with the UN rules and regulations pertaining to efficiency, transparency, competitiveness and value-for-money when procuring goods and/or services; Conducts any operational assignment related to the Country Team coordination as needed.4. Ensures proper functioning of Common Premises:
Ensure smooth functioning of the electrical, plumbing, and other common equipment in the UN premises; Collaborate and coordinate with ICT team, Local Security Assistant and agency operations staff on the management of security services, common buildings and maintenance services.5. Provide effective and efficient support in the UN BOS review and implementation of its action plan:
Coordinates with the OMT chair in planning, organizing and conducting the BOS review exercise and the development of the BOS Action Plan; Periodically follows up the implementation status the BOS Action plan and submits progress reports as deemed necessary; Compiles information from all UN participating agencies on cost savings/cost avoidance in view of preparation the annual report on BOS implementation by the OMT.6. Ensures facilitation of knowledge building and knowledge sharing:
Organizes /conducts training for OMT and Working groups on operational and financial matters; Synthesis of lessons learned and best practices in the Country; Sound contributions to knowledge networks and communities of practice; Conducts regular communications with agencies on issues endorsed by OMT.Competencies
Core Competencies
Achieve Result: 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 to creative ideas/known risks, is pragmatic problem solver, makes improvements; Adapt with Agility: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements; Act with Determination: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements; Engage and Partner: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.Cross-Functional & Technical competencies
Business Management
Working with evidence and data Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making. Communication Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience;This vacancy is archived.