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Common Services Associate (Min - US $16,290 ~ 19,074  per annum)

Nay Pyi Taw (Myanmar)

Background

To allow of better coordination programmatically, streamlined and cost efficient operational support, the UN agencies in Myanmar has set up their offices at a joint location in Nay Pyi Taw as common UN premises.
 
UN Common Services team in Nay Pyi Taw provides a range of administrative services related to programme implementation (Common Services) to other UN Agencies located at joint location in Nay Pyi Taw in common procurement, common finance and common administration for the joint office.
 
Under the overall guidance of Senior Advisor/Head of Nay Pyi Taw and the direct supervision of Programme Coordinator, the Common Services Associate assists in the overall management of administrative services for Common Services and administers and executes processes and transactions ensuring high quality and accuracy of work.
 
The Common Services Associate promotes a client, quality and results-oriented approach. 
The Common Services Associate works in close collaboration with the staff from UN Agency offices to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions: 

  • Implementation of operational strategies
  • Efficient administrative support
  • Support to supply and assets management
  • Support to administrative and financial control
  • Support to common services
  • Coordination of Registry and Receptionist functions
  • Support to knowledge building and knowledge sharing

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

  • Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
  • Provision of inputs to the joint office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
  • Preparation of administrative team results-oriented workplans.
  • Review services under Common Service and provide technical advice and ways forward to enhance cost efficiency and effectiveness.

2.  Ensures efficient administrative support, focusing on achievement of the following results:

  • Organization and coordination of shipments and customs clearance
  • Coordination of travel arrangements including the ensuring of relevant lines ministries for assignment and missions
  • Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
  • Organization of workshops, conferences, retreats
  • Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services.
  • Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
  • Regular update of names, addresses and telephone numbers of ministries, government officials, members of the diplomatic corps and office staff
  • Supervision of cleaning services.
  • Supervise directly or indirectly, activities concerned with office and grounds maintenance, security, transport, registry, courier services, etc,;
  • Coordination of transportation services, regular vehicle maintenance and insurance.
  • Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
  • Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
  • Assist in the preparation of office budgets on servicing/maintenance costs, etc.;

3. Provides support to proper supply and assets management, focusing on achievement of the following result:

  • Coordination of assets management with Administrative Associate of CO, timely preparation and submission of periodic inventory reports.
  • Coordination of the provision of reliable and quality office supplies

4. Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

  • Maintenance of administrative control records such as commitments and expenditures.
  • Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Atlas;
  • Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
  • Coordination of common premises/services cost-recovery arrangements.
  • Proper control of supporting documents of funds and activities.
  • Provision of the information for the audit.

5. Ensures proper common services focusing on achievement of the following result:

  • Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform.
  • Prepare annual budget for Common Services Activities (CSA) for the approval of the participating UN Agencies and ensure accurate recording of all CSA expenditures and timely reporting/presentation to agencies
  • Support in preparation of Memorandum of Understanding (MOU) from participating UN Agencies for CSA.
  • Coordinates common premises/services cost-recovery arrangements
  • Monitor and manage performance of outsourced services procured under Common Service funding and ensure timely contract renewal and extension supports

6. Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

  • Training of staff on the administrative procedures
  • Briefing/debriefing of staff members on issues relating to area of work
  • Sound contributions to knowledge networks and communities of practice.

Competencies

Functional Competencies:          

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

  • Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

  • Researches best practices and poses new, more effective ways of doing things
  • Documents innovative strategies and new approaches

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

  • Understands the main processes and methods of work regarding to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  • Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change

  • Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

  • Uses information/databases/other management systems
  • Provides inputs to the development of simple system components
  • Makes recommendations related to work procedures and implementation of management systems

Client Orientation

Level 1.1:  Maintains effective client relationships

  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
  • Responds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1:  Gathering and disseminating information

  • Gathers and disseminates information on best practice in accountability and results-based management systems
  • Prepares timely inputs to reports

Core Competencies:

  • Demonstrating/safeguarding ethics and integrity  
  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking
  • Acting as a team player and facilitating team work
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
  • Informed and transparent decision making

UNDP Procurement Certification programme

Required Skills and Experience

Education:

  • Secondary education.  Certification in administration desirable.
  • University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience:

  • 3 years of relevant experience in administration or programme support service for degree holder and 6 years of relevant experience in administration or programme support service for completion of secondary education.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
  • Experience in handling of web-based management systems.

Language Requirements:

  • Fluency in the UN and national language of the duty station.

(Those who previously applied need not apply again)

Disclaimer

Disclaimer
 
UNDP is an equal opportunity employer and is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply.
 
Only those candidates in whose qualifications and experience th eorganization has further interest will be contacted for subsequent interview (s).
 
UNDP regrets its inability to reply individually or attend to telephone or e0mail queries on the advertised posts.
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.
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  • Organization: UNDP - United Nations Development Programme
  • Location: Nay Pyi Taw (Myanmar)
  • Grade: GS-6, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Democratic Governance
  • Closing Date: 2018-07-25

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