Background

 
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

 
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 post 15 August 2021 power shift in Afghanistan has resulted in severe political and social-economic instability in a climate of heightened uncertainty. The country faces challenges on multiple fronts, including COVID-19, poverty, food insecurity, droughts, and micro-and macroeconomic impacts. The political instability, economic volatility, and the collapse of essential services, compounded by the uncertainty over continued international aid and the severe disruption in financial and banking services, mean the risks faced by the Afghan population are acute and urgent. Without immediate and sustained support to re-establish these systems, Afghanistan faces a humanitarian catastrophe and the total collapse of its economy.

The Area-Based Approach to Development Emergency Initiatives (ABADEI) Strategy for Afghanistan is a tailored area-based integrated programming approach to support basic human needs, complementing short-term humanitarian life-saving assistance with the safeguarding of livelihoods and the strengthening of community resilience. The distinguishing feature of the area-based approach is that it is an integrated response that simultaneously addresses multiple vulnerabilities to avoid the country's socio-economic collapse in a context of severe instability.

The Operations team based in the UNDP Country Office in Kabul is the backbone for delivering all its projects countrywide, providing strategic, and hands services across Procurement, Finance, Human Resources, IT, and Administration & Common Services. UNDP manages its premises across multiple locations in Afghanistan through the Administration & Common Services Unit.

In this context, the Administration & Common Services Unit is entrusted with the management of the following key services:
•   Administration services 
•   Asset and Inventory Management 
•   Logistics Support
•   Travel and Protocol
•   Transport and Fleet Management 
•   CO and residential compound management 
 

Position Purpose

Under direct supervision of the General Operations Specialist and overall guidance of the Operations Manager, the Premises Analyst ensures the transparent and efficient provision of operations services with a primary focus on ensuring effective management of UNDP offices and residential premises in Afghanistan. 

Duties and Responsibilities

 
Key Duties and Accountabilities

Description of Responsibilities:

  1. Ensures preparation and implementation of operational strategies.
  2. Ensures effective administrative support.
  3. Ensure effective management of premises assets and inventory. 
  4. Support knowledge building and knowledge sharing in the CO. 
  • Ensures preparation and implementation of operational strategies, focusing on achievement of the following results:
  1. Lead planning for UNDP’s premises requirements in Kabul and the regions, considering office and accommodation requirements, in consultation with Operations and Programme Units.
  2. Responsible to ensure the timely availability of required lease/rental agreements/MOUs for UNDP CO premises and Project Field Offices, covering office and accommodation requirements.
  3. Ensures lease/rental agreements/MOUs are compliant with UNDP’s rules and regulations, and where required cleared by the General Operations Office at UNDP HQ.
  4. Responsible for timely updates to the UNDP corporate Lease Management platform, in coordination with the UNDP Afghanistan Asset Management team.
  5. Ensures Lease Agreement of the UNDP premises/property is always valid.
  6. Responsible for annual planning and monitoring of premises management and service requirements (i.e., renovation, cleaning, maintenance, hygiene, water etc. requirements) 
  7.  Advice the General Operations Specialist and Operations Manager on deviation from rules and regulations relating to premises management.
  8. Prepare the work plans annual budget for Premises management in the UNDP CO, UNDP Accommodation facilities in Kabul and Project Field Offices
  9. Provides advisory support and supports planning for establishment and/or closure of UNDP premises, in keeping with UNDP rules and regulations.
  10. Prepare briefings notes and provide guidance on issues related to premises use for staff and UN agencies that use UNDP premises.
  •  Ensures effective administrative arrangements for Premises, focusing on achievement of the following results:
  1. Ensure availability of a document management system for management, complete with audit trail for all aspects of premises management.
  2. Coordinates common premises/services cost-recovery arrangements.
  3. Carries out cost recovery activities on services provided by UNDP.
  4. Monitors service delivery of outsourced areas maintenance of machinery and equipment and drafts proposal options to the optimum advantage of the organization.
  5. Coordinates with all OMT taskforces/working groups on premises.
  6. Monitors common services and identify areas where services can be improved, and cost reduced.
  7. Timely preparation of procurement plan for CO premises and accommodation facilities.
  8. Prepare regular expenditure analysis for the premises related budgets/ projects.
  9. Prepare projection and monitor revenue for the UNDP Accommodation facilities in Kabul.
  10. Prepare cost-recovery tracking system for UNDP CO, accommodation facilities and project field offices.
  11. Ensure timely clearance and processing of invoices for goods and services received for premises management. 
  •  Ensure effective management of Premises assets and inventory
  1. Coordinate asset and inventory management related actions with CO Asset Focal Points. 
  2. As part of work planning plan for the procurement of required equipment and furniture and ensure asset and inventory logs are updated accordingly. 
  3. Ensure timely completion of asset and inventory verification for relevant premises assets and inventory. 
  4. Plan for and ensure to implement renovation needs as required. 
  5. Ensure timely and compliant disposal of assets and inventory.
  • Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
  1. Participation in the training for the operations/projects staff on administration.
  2. Sound contributions to knowledge networks and communities of practice.
  3. Perform other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office.
  • The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
  • The Premises Analyst will be responsible to supervise a team of technical and non-technical personnel that support premises management. 

 

 
Competencies

 
Core  
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 making 

People Management 

UNDP People Management Competencies can be found in the dedicated site. 

  Cross-Functional & Technical competencies   
Thematic Area Name Definition
Business Direction and Strategy Effective Decision Making Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
Business Direction and Strategy Entrepreneurial Thinking Ability to create clarity around UNDP value proposition to beneficiaries and partners and to develop services offers responding to client needs based on UNDPs organizational priorities and mandate
Business Direction and Strategy Negotiation and influence Ability to reach an understanding, persuade others, resolve points of difference, again advantages in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and create “win-win” situations
Business Development Knowledge Generation Ability to research and turn information into useful knowledge, relevant for context or responsive to a stated need
Business Management Project Management Ability to plan, organize, prioritize, and control resources, procedures, and protocols to achieve specific goals
Administration and Operation Building, facilities, and 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 and Operation 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

 
Required Skills and Experience

 
Education
  • Advanced University degree (master’s degree or equivalent) in business administration, Engineering, Public Administration, Economics, or related field is required; or
  • A first-level university degree (bachelor’s degree) in business administration, Public Administration, Engineering, or Economic in combination with additional 2 years of qualifying experience will be given due consideration in lieu of Master´s degree.
Experience, Knowledge, and Skills
  • Up to 2 years (with Master´s degree) or minimum 2 years (with Bachelor´s degree) of work experience, with progressively responsible for managing premises and facilities or operations projects in international development organizations, bilateral development agencies and/or international NGOs. 
  • Experience of working with UNDP or another UN agency would be an asset. 
  • Proven operations management experience with sound knowledge of all aspects of the project cycle (design, implementation, monitoring & evaluation) is an asset.     
  • Previous facilities and premises management experience would be an asset.
  • Demonstrated experience in handling web-based management system, ERP, Quantum, preferably on online complex premises management system would be an asset. 
  • Demonstrated work experience in drafting Policies, Procedures and SOP, and experience on preparing long and short-term work plan with clear and measurable output for multi expertise team members is an asset. 
  • Experience in preparing costed work plans with clear goals and indicators is desired.
  • Proven ability to effectively manage multi-disciplinary and multi-cultural teams. 
  • Strong interpersonal and written and oral communication skills.
  • Fluency in English and Dari and/or Pashto is required.
Disclaimer
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.

 
Non-discrimination

 
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

 
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

 
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