Premises Associate (Limited to Sri Lankan Nationals only)

Background

Background:

UNDP in Sri Lanka is reorganizing internally and moving to an integrated collaborative business model. Internally, an energetic and innovative team will converge around the planning, design, implementation and quality assurance of an integrated programme in a fast-paced environment. Fostering strategic partnership and alliances with different stakeholders will require a team which consistently approaches work with energy and a positive, constructive attitude and has a strong client orientation. Strong UN partnerships are valued for Delivering Together in a true spirit of collaboration and teamwork.

Post Context:

Under the direct supervision of the Integrated Support Team Leader, the Premises Associate provides support in management of outsourced staff and services in the Country Office (CO) ensuring their effective delivery. The Premises Associate promotes a client-focused, quality and results- oriented approach in premises management.

The position also supervises, monitors and coordinates the work of the outsourced staff.  He/She will work in close collaboration with the CO management and staff, projects and other UN Agencies (in particular with the Operations Management Team (OMT) - of the UN system) for resolving common services-related issues and service delivery as well as contributing to the implementation of the Business Operations Strategy of the UN in Sri Lanka.

Duties and Responsibilities

Summary of Key Functions:

1. Management of all activities of outsourced premises maintenance staff and utilities
2. Preparation of Common Services Account plan and budget
3. Supports preparation of contingency plans for compound emergencies
4. Facilitation of knowledge building and knowledge sharing

Manage outsourced activities in the UN Compound and proactively engage in improvement measures on compound maintenance, focusing on enabling the following results:

•    Plan and implement maintenance schedules for all staff and utilities (water, electricity, PABX, lightning protector).

•    Ensure all office facilities are in smooth and running condition at all times. 
•    Ensure that all building and external areas are maintained to a high standard, contributing to a positive corporate image and providing staff a comfortable and efficiently maintained work environment.
• Schedule and monitor maintenance/repair/washing/painting work of the office building and environment.
• Propose and implement cost saving and reduction strategies in consultation with office management and stakeholders.
• Reviews client satisfaction with services provided and explores avenues for improvement
• Executes reconstruction/renovation/repair work on the workplan or as agreed on budgets.
• Compound Guard Administration
  •  Supervise Registry, Reception and Pouch services
  •  Manage Mail distribution internal and external to UNDP
• Stores and Conference Facility Management

2. Prepare Common Service Work Plan and Budget:

• Preparation of Common Services workplan and budget on time for the review by the Common Services working committee and approval of the Board.
• Planning and expediting work plan effectively in liaison with respective units of UNDP Operations
• Report periodically to the Common Services working committee on progress of activities and adjustments to work plan and/or budget. 

3. Working closely with UNDP focal points on International Public Sector Accounting Standards (IPSAS) for guidelines, to ensures that premises/maintenance budget is compliant in all areas including  assets management, focusing on achievement of the following results:

• Maintenance of records on assets management, preparation of reports, particularly Common Assets.
• Maintenance of files and records relevant to office maintenance
• Provision of support to maintenance of common premises and common services

4.   Ensures preparation of contingency plan for compound safety:

• Supports preparation of emergency plans with regards to fire, interruptions to utility services, safety and security of UN staff and property.
• Maintain close rapport with the Field Security Coordination Officer (FSCO) on security and Minimum Operating Security Standards (MOSS) compliance in the compound.
• Ensures that all compound service providers are prepared for compound emergencies and is able to support in implementing emergency plan.

5.   Ensures facilitation of knowledge building and knowledge sharing within UNDP and the UN system at large focusing on achievement of the following results:

• Involve and consult with stakeholders on the smooth operations and management of the UN Compound.
• Learn and share best practices on Common services.

Competencies

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

   Functional Competencies

Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning and development acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• Knowledgeable on contract management, maintenance, budget preparation, building management, implementation of contract and sourcing strategies, reporting.
• Sound knowledge of UN rules and regulations.
• Ability to provide input to implementation of new system

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude

Demonstrates openness to change and ability to manage complexity

Required Skills and Experience

Education

Secondary Education with specialized training in business administration. University Degree in Business, Engineering or related area would be desirable, but it is not a requirement.

Experience

Minimum 7 years of progressively responsible administrative experience and/or building and maintenance management experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc) experience in handling of web based management systems.   

Language Requirements

A working knowledge of English, as well as Sinhala and/or Tamil

ONLY QUALIFIED SRI LANKAN NATIONALS NEED APPLY