Call for Applications - Senior Associate, Operations

Background About SEforALL 

Sustainable Energy for All (SEforALL) is an international organization working with leaders in government, the private sector and civil society to drive further, faster action toward achievement of Sustainable Development Goal 7 (SDG7), which calls for universal access to sustainable energy by 2030, and the Paris Agreement, which calls for reducing greenhouse gas emissions to limit climate warming to well below 2° Celsius (and striving for 1.5° Celsius).    

Achieving these goals will require a radical rethink of the way we produce, distribute and consume energy. SEforALL is at the heart of this foundational shift to ensure no one is left behind. Drawing on data and evidence, we identify a critical path to success in achieving SDG7.   

The 8th UN Secretary-General Ban Ki-moon launched the Sustainable Energy for All initiative in 20121. Now an independent organization, we maintain close links with the UN, including through a relationship agreement, partnerships with UN agencies and with SEforALL's CEO acting as the UN Secretary-General's Special Representative (SRSG) for Sustainable Energy for All and Co-Chair of UN-Energy. These roles include advising the UN Secretary General and his staff on issues relating to sustainable energy and the implementation of SDG7 and supporting the coordination of sustainable energy issues in the United Nations system.    

The ambitions of SDG7 are extraordinary. Aiming to achieve them in the context of the Paris Agreement on climate change involves transformation at a scale never undertaken before. Swift action must be taken by leaders in governments, private sector companies, institutions, financiers, development banks, unions, communities, entrepreneurs and civil society. As we enter the final decade to achieve SDG7, SEforALL has strategically chosen to strengthen global agenda-setting while expanding its activities to an engagement model that prioritizes data-driven decision-making, partnerships with high-impact countries and implementation on the ground. SEforALL's current three-year business plan outlines “results offers” that scope out our planned interventions and demonstrate to our funding partners the impact of their support. 
 

Objectives of the Results Offer 

The Operations Department (OPS) is responsible for enabling the implementation of the strategic operational plans for SEforALL as well as for safeguarding resources and the smooth running of the day-to-day affairs of the organization. As part of its mandate, it is tasked with managing all matters pertaining to information technology, including IT strategies, and security, website infrastructure management (i.e., not content), planning and solutions, to enhance the operational effectiveness and efficiency of SEforALL as well as mitigate IT risks. OPS is also mandated to manage, in coordination with outside legal counsel, legal and regulatory matters, including ensuring statutory compliance for the legal status in Austria (and other countries, as appropriate), and maintain related relationships. In addition, OPS has a broad mandate to provide high-quality and cost-effective general services, including managing the physical facilities (offices), travel, records and documents, as well as managing the related relationships including with UNOPS and UNF. 
 

Purpose/Objective of the Role 

The main objectives of the function include: 

• Develop, get approval and implement a space management framework, room bookings, workplace standards and procedures with the aim to enhance SEforALL’s work environment and better utilize premises and available space. 
• Implement office re-configurations, layouts, and designs. 
• Oversee the office support services (e.g., janitorial, office maintenance, etc.) for premises (in coordination with local in-country support). 
• Manage access rights to SEforALL premises, including provision of access cards, and collaboration with satellite office security. 
• Manage and control the stock of office supplies and ensure its availability to the various units. 
• Operate a Help Desk to respond to day-to-day requests for unplanned replacements, repairs, modifications, etc. 
• Monitor the performance of all office facilities systems (e.g., heating, ventilation, air-conditioning, Building's Management System [BMS], fire alarm and fire suppression systems, office equipment, printing, etc). 
• Undertake, plan, and implement preventative and corrective maintenance of all office facilities. 
• Establish and implement physical security for protection against unauthorized access, damage or interference to SEforALL’s office facilities, taking all necessary measures for the security and safety of the facilities and staff at SEforALL’s premises. 
• Ensure safety by providing services such as rapid response services for emergencies (including the continuous availability of a Hotline), safety of work areas, safety installations and equipment and Continuous Effective Training Services including Awareness Campaigns. 
• Plan and manage sale/disposal of scrapped and depreciated equipment. 
• Establish standards for the management of mail, records and documents ensuring that adequate information is created, captured, and managed in an efficient and effective way. 
• Coordinate translation services for all units in SEforALL. 
• Develop, implement and manage the records management program for SEforALL, ensuring compliance with EU GDPR regulations, including records and documents management business solutions, policy and procedures, business classification, file retention, archive, destruction schedules, vital records program, disaster recovery, and business continuity plan for records and documents. 
• Define terms of reference for procurement-related activities related to Facilities Management and General Services, including market sourcing, developing TORs, RFPs, preparing or reviewing contracts, managing contractors’ performance, etc. 
• Manage the telecommunication services (e.g. mobile, data, wifi, etc.). 
• Subject to an exit from UNOPS, outsource and oversee the travel agency services provided to the organization, assuring an efficient service provided to staff and other stakeholders. 
• Develop and disseminate the knowledge base and inventory of best practices in the area of facilities management and general services 

Duties and Accountabilities  

The main duties and tasks of the role include, but are not limited to: 
 

Operational and Strategic Planning for Facilities Management and General Services 

• Contribute to the development and implementation of actionable objectives, planning processes, budgets and operational KPIs for the function. 
• Oversee IT enhancements as they relate to facilities management and general services, including digitization and automation. 
• Ensure that the services of the function meet the expectations of internal and external stakeholders. 
• Contribute to innovation and the institutionalization of new initiatives in the function. 

Facilities Management and General Services 

• Serve as the point person for maintenance, mailing, supplies, equipment, bills, and associated tasks that are related to facilities management and general services. 
• Ensure office efficiency is maintained by carrying out the planning and execution of equipment and office supply procurement, office layouts, and other related tasks. 
• Design and implement office guidelines and procedures as well as oversee adherence by staff. 
• Oversee the preparation of operational reports and schedules to ensure efficiency. 
• Coordinate with the IT function and/or 3rd party vendors in the maintenance of all office equipment. 
• Manage relationships as well as contract and price negotiations with office vendors, service providers, and office lessors/hosting partners. · Monitor and maintain office supplies inventory as well as review and approve office supply acquisitions. 
• Oversee asset management by identifying and recording fixed assets in the system, as well as taking stock of the assets in line with the asset management guideline. 
• For Operations, receive and inspect all goods received from vendors and manage the Goods/Services Receiving Note Process. 
• Establish a historical reference by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers. 
• Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analysing variances, and carrying out necessary corrections that may arise. 
• Provide services related to the authorization of official travel for SEforALL staff and sponsored travellers, including provision of tickets, trip approval, terminal allowances, per diem rates, visa letters, and related expense reporting. 
• Prepare, initiate and/or review and manage non-HR related insurance contracts as well as lodge any claim to the insurance company for compensation on behalf of SEforALL. Design and implement filing systems and ensure filing systems are maintained and current as well as establish and monitor procedures for record-keeping that are GDPR compliant. 
• Handle staff inquiries and complaints as they relate to facilities management and general services. 
• Maintain a safe, secure, and pleasant work environment. 
• Facilitate knowledge building and knowledge sharing in own work area to bring about awareness and understanding, as well as utilise SEforALL systems, and processes to share the knowledge. 
• Other tasks and duties as may be required. 

Specific Competencies for the Role 

• At least 5-7 years of experience relevant to this assignment. 
• Experience in three or more of the following: management of travel, procurement, general office management, facilities management, asset management, and mail or records management. 
• Experience in office management, customer service, and basic accounting. 
• Strong client oriented skills. 
• Strong interpersonal skills and cultural awareness has the ability to build relationships internally and externally. 
• Strong numerical, analytical and problem-solving skills with a good understanding of analytics and the ability to present results supporting decision-making. 
• Strong organizational skills and ability to prioritize multiple tasks seamlessly with a strong attention to detail. 
• Experience of working in a fast-paced environment that requires high flexibility and a commitment to results. 
• Proven ability to work with others to create, synthesize and/ or share relevant knowledge and to stimulate its use. 
• Experience working with data and time management, as well as with ERP systems is an asset. 
• Proficient in using Microsoft Office, especially Outlook, Word, Excel, and PowerPoint. 
• High level of confidentiality, good judgment, discretion and tact in handling sensitive issues and materials. 
• Ability to take initiative and learn, willing to work with tasks of any size. 
• Strong written and verbal communication skills. 
• Fluency in English is required. Knowledge of another UN language is an advantage. 

General Competencies for the Role 

• Innovation and Adaptability: Has proficient skills in innovation and adaptability. Is open and easily adapts to evolving circumstances as well as helps others in doing so. 
• Resilience and Emotional Intelligence: Has proficient knowledge in the concepts of resilience and emotional intelligence. Is able to remain calm in challenging situations, to cope with setbacks, is responsive to the emotions of others and maintains a high level of performance. 
• Analytical and Strategic Thinking: Has a proficient level of analytical and strategic thinking skills. Gathers and processes demanding information, develops innovative solutions and contributes to methods and procedures for standard tasks to cross-functional work groups. 
• Collaboration and Partnership: Demonstrates proficient initiative and abilities to collaborate and form partnerships in own area of responsibility. Identifies, builds, develops and maintains long-lasting partnerships and actively creates positive team spirit. 
• Lead and Empower: Demonstrates initiative and role model behaviour in leading and empowering others. Takes responsibility for own work activities and personal actions and carries out the commitments agreed upon. 
• Political and diplomatic understanding: Has a proficient level of political and diplomatic understanding. 
• Communicating information: Has expert skills in communicating information and uses the skills effectively in own scope of work and regularly in others’ work. 
• Research and Analytics: Has proficient skills in research and analytics. 
• Project Management: Has proficient skills in project management. Plans and organises their own work in support of achieving the team’s objectives. 
• Client Orientation / Striving for Excellence: Has proficient skills in client orientation and achieving excellency in work delivery. 

Our Values - please refer to our core values as defined here:  

https://www.seforall.org/who-we-are/staff/our-values 
 

Salary information: SEforALL has adopted its own salary scales corresponding to the SEforALL grading system. The minimum yearly salary for this position is EUR 52, 370. The actual salary offer will be determined within the scale depending on the successful candidate’s qualification and experience, and applying the principle of internal equity. In addition to the base salary, SEforALL staff receive a benefits package that includes contribution to pension, contribution to health insurance & homeworking allowance. 

Additional Considerations  

• SEforALL offers exciting high-impact assignments, a collegial and creative work environment, and the opportunity for committed professionals to thrive and grow within flat hierarchies and in the pursuit of an inspiring mission.  
• Applications received after the closing date will not be considered.  
• Only short-listed candidates for interviews will be notified.   
• Qualified female candidates are strongly encouraged to apply.   
• SEforALL reserves the right to appoint a candidate at a level below the advertised level of the post.  

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Your data will not be passed on to third parties outside SEforALL. We will only use your data to the extent necessary for the purposes of selecting personnel in accordance with the applicable data protection regulations. We will only disclose your personal information if we are required to do so by a court´s or administrative authority´s decision. In such a case, we will inform you as soon as possible of such an order so that you can take legal action against it if necessary. Please email to careers@seforall.org if you require updates to your information in accordance with Art. 5 lit. d of the GDPR