Background 

Within the country office and as part of UNDP’s role as the coordinating agency for the Common services, the Common Services Associate post ensures effective and efficient management of inter-related operational and logistical activities in the areas of general administration, common premises and operational services to UN Agencies, common services budget preparation and execution monitoring and cost recovery and office compound services. The Common Services Associate works in close collaboration with the Operations Management Team (which represents UN Agencies) to ensure consistent service delivery in common services and common premises management. He/She supervises the common premises Maintenance Clerk and UN Receptionist. 

Duties and Responsibilities

The Common Services Associate performs the following duties:

1.Common Services Coordination and Adminstration

  • Advise UNDP Management on issues related to common services and provides advise in all areas of common services.
  • Prepare the Common Services Annual Work Plan for review by UNDP prior to submission to the OMT for review and approval and ensure its implementations.
  • Maintain and update documents and records (e.g., MOUs, building blueprints, common services contracts, energy consumption records,annual budget and cost recovery arrangements, etc. ).
  • Provide secretariat support services to the Operations Management Team (OMT), including: scheduling meetings, drafting meeting minutes, following up on tasks, maintaining close liaison with the OMT Chair
  • Quality Control: Ensure that common services clients use standardized documents/forms and procedures, check that these are followed, and give guidance when needed..
  • Submit regular business reports to the Operations analyst and OMT Chair on the status of the services being delivered and costs, including trends and performance analysis, monitoring of resources and results achieved
  • Liaise with Government departments, UN Agencies, and contractors on premises-related issues.

2.Planning, Budgeting & Reporting

  • Liaise with all Agencies to support the preparation of the annual budget, ensuring the correct allocation between agencies based on relevant cost drivers. Ensure staff numbers and space occupied by all agencies are accurately reflected in the budget
  • Prepare the common premises invoices for all participating agencies and ensure regular follow up for timely receipt of contributions 
  • Track expenditures related to common services and prepare monthly expenditure reports to UNDP in preparation for Quarterly reporting to participating agencies through OMT. 
  • Support management by monitoring and reporting agency contributions to the common services budgets to enable accurate financial planning. 
  • Produce monthly reconciliations of expenditure for common services suppliers and ensure timely processing of supplier payments to Finance 

3.Client Services & Feedback Management

  • Monitor feedback from clients to ensure satisfaction.
  • Track service requests to identify trends and improve service delivery.

4.Facilities & Space Management

  • Maintain data on space allocations and update any occupancy changes, communicate to OMT for decision making on budget  adjustments and agency contributions
  • Oversee renovation, cleaning, painting, fumigation schedules, and certify payments.
  • Liaise with the landlord to ensure effective functioning of elevators, parking space issues, accessibility to the compound and other related aspects
  • In charge of the management of the common premises conference rooms reservations using the UN booking platform
  • Ensure the optimal functioning of the UN building.

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

Institutional Arrangement

Under the guidance and supervision of the Operations Analyst, the incumbent ensures safe, enabling and cost-effective common premises services for the UN Building in Luanda. The Common Services Associate promotes a client-focused, quality and results-oriented approach in the  office. 

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  

Cross-Functional & Technical competencies 

Business Direction and Strategy :- Business Acumen    

  • Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks. 

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 Management :- Risk Management  

  •   Ability to identify and organize action around mitigating and proactively managing risks


Business Management :- Customer Satisfaction    

  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs


Business Management :- Customer Satisfaction    

  • Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns


Finance:-  Contributions  management    

  • Ability to receive, record, report and manage contributions received
     

Required Skills and Experience

Education:

Min. Education requirements

  • Secondary Education is required or
  • University degree (Bachelor degree) in Business Administration, Public Administration, civil engineering, , social sciences or any related field will be given due consideration but not a requirement
     

Experience:

Min. years of relevant work experience 

  • Minimum of 7 years (with secondary education) or 4 years (with bachelor degreed) of responsible experience in common services or operations administration, preferably in a multi‑agency or multi‑tenant office environment.  

Experience, Knowledge, and skills 

  • Experience in facilities and space management, including oversight of maintenance, cleaning, renovations, safety, and building operations. 
  • Experience in client service management, including tracking service requests, gathering feedback, and implementing service improvement measures.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc).
  • Experience in handling of web-based management systems and good knowledge in ERP, UNDP’s corporate working tool is an added asset.
  • Experience in preparing reports
  •  Good analytical skills
  • Good communication and coordination skills  
  • Excellent team spirit. 
     

Desirable Criteria

  •  Experience in budgeting, expenditure tracking, and financial reconciliation for shared services 
  • Strong interpersonal skills and ability to establish and maintain effective relations with people in a multi-cultural environment with sensitivity and respect for diversity. 
     

Required Language(s) 

  • Good working knowledge of English, both written and verbal
  • Fluency in Portuguese, both written and verbal

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.

At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.