Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below:
Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates)
Tier 2: Staff holding UNDP temporary appointments (TA), personnel on regular PSA contracts and Expert and Specialist UNVs with host entity UNDP
Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates
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 personnel 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 who works under the supervision of the UNDP Operations Manager. A Common Premises Analyst 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 Common Premises Analyst (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.
Duties and Responsibilities
The Common Service Analyst will work under Common Premises unit and report directly to Operations Manager who is heading the Operations unit at CO level, responsible for managing common premises and service to UNDP, its Projects and also Agencye under the Common Services agreement.
Under the guidance and direct supervision of the Operations Manager, the National Common Premises Analyst 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 Analyst will work in close collaboration with the operations and administrative staff/ 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 Analyst 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. Ensure reliable and cost-effective Common Services focusing on achievement of the following results:
Establishment of shared premises service package for all Agencies and future development of additional services; Development and update of Standard Operating Procedures to document all critical workflows; Development of a sound and regularly updated common Business Continuity Plan; Constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment; Advise the COMMON PREMISES Operations Management Team (OMT) on all administrative policies concerning the COMMON PREMISES, keeps them informed through regular briefings and consults them for strategic decisions Supervision and coordination of the four Common Services Sections: ICT, Facilities Management, Security; and General Common Services, including the preparation of the Annual CS Work Plan, including both UN staff and contracted personnel; Effective implementation of UNDSS guidelines for MOSS compliance as relating to common premises; Substantive support to the procurement of high-quality services, and continuous evaluation of service providers; Ensure that the work is performed in accordance with all relevant UN Rules and Regulations and other established guidelines for the respective areas, including minimum service level agreements and other quality indicators2. Ensure efficient and accurate asset and financial resources management focusing on achievement of the following results:
Prepare annual budgets and cost recovery systems for agreed common services and CS unit for UNCT approval; Monitor and prepare regular management reports of expenditures of common services and CS Unit for review by OMT and Management Committee; Act as Certifying Officer (Requesting Authority) for all accounts of the Common Facilities Support Services. Is accountable for budget and expenses related to COMMON PREMISES; Work closely with other common services personnel to ensure timely and focused billing and cost recovery to meet; Manage the contracts for outsourced services in accordance with the rules and regulations of the procuring agency; Support to the coordination of asset management within the UN agencies occupying the COMMON PREMISES.3. Support forward-looking client relationships, information and communication management focusing on achievement of the following results:
Strong relations with external parties such as Government agencies, public service providers, neighbors, and UN funding partners; Commitment to a client-oriented approach in all areas of management of the COMMON PREMISES; Regular and appropriate reporting to internal UN and external clients and timely feedback on service requests; In close collaboration with other Agencies ensure the seamless integration between common ICT services and other common services functions, as defined by the Management Committee and UN Country Team; Ensures that all services are provided at agreed service levels.4. Ensure facilitation of knowledge building and management focusing on achievement of the following results:
Establishment and adherence to minimum services standards Transparent performance monitoring of services and other aspects of the COMMON PREMISES supported by high quality data collection; Identification of sources of information related to Common Services management. Identification and synthesis of best practices and lessons learnt directly linked to the COMMON PREMISES development goals; Sound contributions to knowledge networks and communities of practice;The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies
Core Competencies:
Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision makingPeople Management:
UNDP People Management Competencies can be found in the dedicated site
Cross-Functional & Technical competencies:
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. 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 policiesAdministration & 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 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 RFAPartnership management
Emerging partnerships Ability to engage with emerging partners, develop and manage a strategy and develop approaches to developing and managing these new strategic partnershipsRequired Skills and Experience
Education:
Advanced University Degree (master’s degree or equivalent ) in Management/Administration (Business, Project/Public Policy) or Social Science including Arts is required. Or A first-level university degree (bachelor’s degree) in the areas stated above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.Experience:
Applicant with Master’s degree (or equivalent) in a relevant field of study are not required to have professional work experience. Applicant with Bachelor (or equivalent) are required to have minimum of two (2) years of experience at the national or international level in technical and administrative positions providing building/facility management, office administration.Desired skills in addition to the competencies covered in the Competencies section:
Possession of hands-on experience in project management in particular the construction projects Experience in the usage of computers and office software packages, advance knowledge of spreadsheet and database packages, experience in handling of web based management systems. Experience with international and national organization as well as UN experience Experience managing common services within government or international organization. Experience in supervison and coordination of common facilties. Experience in preparing annual budget and reporting for common services. Experience in monitoring and implementation of the common services activities. Experience in managing LTA’s of common services Knowledge of procurement process, asset and contract managementRequired Languages:
Fluency in English and Tetum is required.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.
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