The Premises, Facilities and Assets Unit (PFA) within the General Operations, Bureau for Management Services (BMS) provides cost-effective and timely services to Country Offices and Headquarters in the areas of premises management, Property Plant and Equipment (fixed asset) management, vehicle management, insurance management, and p-card management.
The HQ Premises and Facilities Associate reports to the Manager Premises Facilities and Assets
(P4) and assist him/her in the day-to-day operations of HQ facilities and operations. In support of the UNDP mandate, General Operations is responsible for providing a wide range of cost-effective and timely administrative support services for both Headquarters and Country Offices in the areas of premises management, inventory management, and travel services, while playing a lead role in inter-agency common initiatives.
Duties and Responsibilities
1. Oversees day-to-day operations and management of premises and facilities.
Coordinates cleaning services with outside company. Liaises between staff and cleaning company to communicate special requests, feedback, and scheduling. Ensures conformity to contract specifications and quality of services. Conducts regular inspections of premises.
Coordinates maintenance and building services (including but not limited to air conditioning, heating, electrical work, and repairs services) with building management and/or outside vendors and supervises maintenance work as necessary.
Manages staff maintenance requests; liaises between staff, building management, and external vendors to ensure that maintenance requests are performed in a satisfactory manner.
Carries out regular inspections on maintenance safety, and workings of the premises and provides inspection reports.
Maintains stock of all building maintenance-related supplies.
Assist with the archiving of UNDP records including managing the existing documents in line with UNDP policies.
Serve as back up for encoding Security Access cards at HQ in the absence of the Documents Management Clerk
2. Supports in monitoring the use and allocation of space.
Ensure that the information in the floor plan database (such as Auto CAD etc.) on premises is kept up to date.
Imports CAD drawings from the Architect. Cleans unnecessary layers and creates additional layers in the drawing.
Creates room regions [offices, core, common] in each drawing. Attaches space records to room regions. Assigns room numbers. Makes independent changes to drawings in respect of minor renovations which have not passed through the architect.
Reviews requests for office space from organizational units; verifies information on availability and distribution of space and suggest solutions.
Assist in overseeing and coordinates regular relocation of staff, as well as large-scale relocations of organizational units.
Updates space occupancy on a quarterly basis through liaison with units to ensure that the space occupancy is correctly identified on the floor plans – this includes correct names, index number and phone number against each work area and departmental unit.
Coordinates installation of furniture with vendors; performs or arranges assembly of furniture.
- Arranges repairs, re-furbishing, and maintenance of furniture. Suggests furniture layout that works best for a given space.
3. Assist on implementing routine and major HQ renovation projects.
Assists on submission of work-plan for major construction and/or renovation activities.
Maintains updated plans of all Headquarters premises. In conjunction with the organizational units, monitors and periodically analyses the need and feasibility of moves, renovation, and/or reconfiguration projects.
Assists in the preparation of tender documents (such as Requests for Proposal, Invitations to Bid, etc.) for facilities, maintenance, and renovation activities.
4. Assists in finance management of HQ facilities.
Formulates area square feet for each floor plan drawing to generate necessary reports in respect of rental charge back. Reports will include area rentable by square foot, by building, by department, by location, by room type and size, etc. Assists Supervisor in preparing budget estimates for specific projects and activities. Recommends actions on monthly, quarterly, and annual budgetary status reports.
Interfaces with Assets Specialist for Assets movement disposal and/or storage. Items in storage are to be inventoried and accounted.
5. Creates requisitions in Atlas using background documents and submits it to the Supervisor for approval.
Review and analyze agreements and arrangements with internal and external partners.
Create e-requisition, receive and review invoices for completion and ensure compliance with agreements.
Manage vendor agreements to ensure quality of service, timely completion and deliverables are within scope of contract.
Update database of all contracts and documentation.
Serve as first point of contact regarding problems/ issues with supplies of goods and services, providing solutions to minor problems and escalating more complex problems, if needed
Review, analyze and assist in the finalization of cost estimates and budget proposals for work orders from LTA holders.
Monitor contract expenditures against budget and contractual ceiling amounts.
Support Supervisor in drafting up to date requirements needed to re-bid and/or renew expiring contracts.
Work with procurement staff to help raise agreements needed to manage and maintain premises at HQ.
Monitor payments made against contracts and trouble shoot to resolve payment problems, e.g. deductions made for incomplete services rendered, and non-contractual prices increases.
Competencies
Core:
Innovation
Ability to make new and useful ideas work.
Leadership:
Ability to persuade others to follow.
People Management:
Ability to improve performance and satisfaction.
Communication:
Ability to listen, adapt, persuade and transform.
Delivery:
Ability to get things done.
Technical/Functional:
Primary
Operational Efficiency
Ability to identify and execute opportunities to improve operational efficiency.
Quality Assurance:
Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled.
Knowledge Management:
Ability to capture, develop, share and effectively use information and knowledge.
Relationship Management:
Ability to engage with other parties and forge productive working relationships
Office Administration:
Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs.
Contract Management
Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations
Required Skills and Experience
Education:
Secondary education required;
University Degree or equivalent in engineering, architecture, business or public administration, or related field would be desirable.
Experience:
Minimum six (6) years of progressively responsible experience in facilities and contract management services at the national or international level.
Knowledge of AutoCAD is required.
Experience in the usage of computers and office software package (MS Office); handling of web-based management systems. Experience in handling of ATLAS is a plus.
Knowledge of UN and UNDP systems and procedures strongly desirable.
Language Requirements:
Fluency in both written and spoken English;
Knowledge of another UN language is an asset.
Disclaimer
Important applicant information
Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA who are either US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.
Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.
Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs
Local recruitment
All posts in the GS categories are subject to local recruitment.
Applicant information about UNDP rosters
Note: 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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The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.
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