Common Premises Assistant (NPSA-4)

Summary of Key Functions:

• Assistance with budgetary and financial management and reporting
• Assistance with administrative follow-up and coordination
• Support with procurement and contract management support
• Communications support

1. Financial management and reporting:

• Assistance with management of the common premises funds, this includes monitoring resource utilization, preparation of expense reports in accordance with the workplans and UNDP procedures, monitoring agency balances;
• Close collaboration with the UNDP finance unit with regards to financial requirements such as meeting deadlines, compliance with established templates/formats, purchasing procedures, audits, provision of documentary evidence, etc;
• Check payment requests, disbursement vouchers, cash receipt vouchers and other financial documents;
• Preparation of e-requisitions and vouchers;
• Maintaining internal expenditure control system by ensuring that processed vouchers are matched and completed, transactions are correctly recorded and posted in Atlas;
• Timely correction of unposted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers;
• Budget revisions when required;
• Tracking financial documents for VAT reimbursement purposes;
• As necessary, preparation of cash advance requests and reports in accordance with UNDP procedures.

1. Administrative support:

• Support CP Manager in monitoring implementation of CP related activities and ensuring the compliance with applicable procedures;
• Assistance to CP Manager in keeping close contacts with the UN agencies, residing in the Common Premises,  UNDP units, and service providers by means of direct contacts, collection of information and proposals, drafting letters and organization of meetings;
• Maintaining the catalogue of archive data, including information about contracts, reports, etc.;
• Supervise the Building Maintenance Assistant;
• Other duties as assigned by CP Manager.

1. Procurement and contract management support:

• Development of annual procurement plans;
• Collection and systematization of information about potential suppliers of services/goods
• Participation in evaluations of proposals;
• Execution effective contract management;
• Support in contract management.
• Monitoring over PO execution and quality of provided services/goods;
• Preparation of vendor performance evaluations;
• Provision of required information and documentation to the UNDP Procurement unit.

1. Communications support:

• Maintains effective communication with UN agencies in the Common Premises, service providers and supplies, as well as within the CP team.

Impact of Results:

• Impact on the overall efficiency of the common premises operations;
• Accurate analysis and presentation of financial information to agencies and for decision making purposes;
• Effective communication with UN Agencies and among units is maintained.

• Knowledge management and learning, development and operational effectiveness, leadership and self-management.

• Demonstrates integrity by modeling the UN’s values and ethical standards.
• Promotes the vision, mission, and strategic goals of UNDP.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
• Treats all people fairly without favoritism.

Competency: Level 1

Achieve Results

• Demonstrate focus on achieving quality results and impact.
• Consistently strive to meet or exceed excellence standards.
• Hold self and others accountable for results.
• Efficiently establish appropriate plans and resources for self and others to accomplish goals.

Think Innovatively

• Look beyond conventional approaches and established methods.
• Propose new ideas, approaches and solutions to problems.
• Seek patterns and clarity outside boxes and categories while resisting false certainty and simplistic binary choice.

Learn Continuously

• Actively pursue opportunities for learning and self-development professionally and personally.
• Keep abreast of new developments in one’s professional area.
• Proactively seek feedback, demonstrates a desire to learn from others as well as from experiences, both positive and negative.
• Contribute to the learning of others.

Adapt with Agility

• Be flexible in handling change, and adopt new ideas, approaches and ways of working.
• Seamlessly adapt to working within new situations or contexts, with new people, and in different ways.
• Participate in, support, contribute to or drive meaningful change in UNDP.

Act with Determination

• Pursue everything with motivation and drive.
• Not give up in the face of adversity and setbacks; demonstrate resilience and composure.
• Demonstrate courage, self-motivation and initiative to act on opportunities without being prompted by others.
• Be authentic and modest, get things done without unnecessary noise.

Engage and Partner

• Act in a way that demonstrates empathy and emotional intelligence, showing consideration for the needs and feelings of others.
• Demonstrate and encourage teamwork and co-creation internally and externally to achieve joint objectives and results.
• Establish and develop networks that deliver powerful collaborations.
• Encourage and respect the views of others; accept views and ideas other than one’s own.

Enable Diversity and Inclusion

• Treat all individuals with respect, consider ethical implications and respond sensitively to all differences among people.
• Fully accept and value all people, creating an inclusive environment.
• Understand that inclusion is multi-faceted (e.g. race, gender, age, disability, culture, etc.).
• Understand and appreciate issues from the perspective of others.
• Treat everyone fairly and equally.
• Demonstrate honesty and transparency.

• Secondary school certificate.
• Bachelor degree in the field of accounting, financial management, business administration or related fields would be desired.

• Secondary school certificate combined with at least 4 years of relevant work experience in administration and/or finance with international or national projects or organizations.

• Or, Bachelor's degree combined with one year of relevant work experience in administration and/or finance with international or national projects or organizations;

• Good understanding of financial/administrative and fiscal management;

• Proficiency in Microsoft Office, spreadsheets, experience in financial management systems;

• Knowledge of UNDP policies and procedures is an asset.

The following documents shall be required from the applicants:

1. Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
2. A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
3. Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as  reports, presentations, publications, campaigns or other materials.

Institutional Arrangement

• Under the overall supervision of the Common Premises Manager in Nur-Sultan, the Common Premises Assistant will provide support to administration and execution of variety operational activities of the Common Premises team in the Nur-Sultan UN House.
• Nationals or others legally authorized to work in Kazakhstan are eligible for consideration (country of citizenship or place of permanent residence)