Residential Compound Associate

Under the overall guidance of the Administrative Analyst and direct supervision of the Residential Compound Manager, the Residential Compound Associate will be responsible for provision of support services in the management of UNDP Residential Compounds 1 and 2. The incumbent will also execute processes and transactions ensuring high quality and accuracy of the work. The Residential Compound Associate promotes a client, quality, and results-oriented approach.

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the CO administrative business process mapping and
• implementation of the internal standard operating procedures  (SOP)
• Preparation of administrative team results-oriented workplans.

Ensures efficient provision of administrative support, focusing on achievement of the following  results

• Prepare monthly accommodation  bills for  rent deductions.
• Maintenance of administrative control records such as fuel record, generators maintenance schedule and direct request for payments and other expenditures files.
• Raise E-requisition for and payment of materials to be procured.
• Raise vouchers for all payments using appropriate chart of accounts.
• Coordination of common premises/services cost-recovery arrangements.
• Maintain records of all items purchased for the office and major maintenance
• Coordinate with relevant staff on status/condition of water, fuel and electricity and liaise with relevant suppliers.
• Ensure timely maintenance and servicing of the generators and other equipment  within the compounds.
• Follow-up and ensure that repairs and maintenance of rooms, houses and facilities are done in prompt manner - electrical, plumbing, A/Cs repairs and carpentry so as not to inconvenience residents.
• Registering new guests and filing of guest registration forms are properly maintained.
• Briefing of new incoming long-term/short-term residents on existing guest house policies.
• Assist the Residential Compound Manager in logistical and procurement requirements.
• Monitor daily attendance and prepare monthly attendance of guest   house staff.
• Supervising housing compounds staff and ensure satisfactory performance of their respective  duties.
• Implement minimum service standards for guest house daily  operations.
• Liaise with relevant staff in UNDP Operations units on issues concerning housing compound.
• Supervision of cleaning services.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.

Provides support to proper supply and assets management, focusing on achievement of the following results

• Coordination of assets management in the CO, timely preparation, and submission of periodic inventory  reports.
• Coordination of the provision of reliable and quality office supplies
• Assist the OM in setting up assets management procedures in the CO
• Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users
• Tagging all furniture/equipment upon receipt from the supplier. Update non-expendable property inventory record and track movement of furniture piece
• Entry in ATLAS of all the requisite asset management information
• Capitalization" of appropriate items in accordance with UNDP’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant BSB "CAP" and "NONCAP" profiles
• Utilization of the ATLAS Management  Module,  in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to "expense" item, in accordance with UNDP’s policies and procedures and in compliance with IPSAS.
• Support to the management on physical assets disposal Review of assets and recommendation of physical assets for disposal.
• Documentation preparation for submission to CAP, follow up on request and liaise with requesting unit and maintenance for disposal action and entry in Atlas of all the requisite details for recording disposals oversight of disposal of items and accuracy of inventory data
• Assist in the reconstruction of annual physical inventory verification exercise to ensure accuracy of records and location of property. Ensure that managers sign off on the physical count and correctness of the inventory system database
• Preparation , certification, and timely submission of inventory reports
• Identification of problem areas in the inventory system, input and conversion of data entered the system and maintenance of the system and corrective actions taken to ensure reliability of information retrieved from the system

Ensures effective administrative and financial control in the office, focusing on achievement  of the following results

• Maintenance of administrative control records such as guest files, fuel record, generators maintenance schedule and direct request for payments and other expenditures files.

• Raise E-requisition for and payment of materials to be procured.
• Coordination of common premises/services cost-recovery  arrangements.
• Maintain records of all items purchased in the guest house and major maintenance
• Ensures proper Common Services, focusing on achievement of the following result:
• Maintenance of compound common services space management to ensure integrated activities on common services and implementation of the UN   reform.
• Support knowledge building and knowledge sharing in the CO, focusing on achievement   of the following results:
• Training of staff in the compound on the administrative   procedures.
• Briefing to staff members on issues relating to area of work.

Sound contributions to knowledge networks and communities of practices

3. Functions / Key Result Expected

Within the delegated authority and under the supervision of the Administrative Analyst her designated – Residential compound associate will perform the following tasks:

•     Implementation of operational strategies

•     Efficient administrative support services

•     Support to supply and assets management

•     Support to administrative and common services

• Support to knowledge building and knowledge sharing
•  Reconciliation of rental accounts
•  

Cross-Functional & Technical competencies (insert up to 7 competencies)

• Secondary School certificate is required and University Degree in Business / Public Administration or any other relevant degree is an added advantage 

• At least 5 years of proven experience in facilities management, administrations, logistic and assets management.

• Good knowledge of operational strategies and account reconciliation
• Working experience in post-conflict countries.
• Local working experience or engagement with various levels of clients in South Sudan is preferred.  
• Knowledge and experience in working with the UN, International Organization is an asset
• Excellent writing skills including ability to adapt messages to diverse audiences
• Proven skills in external communications and liaison and mobilization work with media and civil society
• Ability to work on own initiative as well as a member of a team
• Strong analytical skills
• Ability to work quickly to meet deadlines
• Proven ability to work under pressure with tight deadlines, delivers on time and within cost
• Excellent communication, analytical and reporting skills.
• Proficiency and proven experience in using Microsoft Office suite (e.g., Word, Excel, PowerPoint) is required.