Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below:

• Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates)
• Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA) and personnel on regular PSA contracts
• Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Background

UNDP 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. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

UNDP is the leading United Nations organization in fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP.

The establishment of Common Premises and Common Services for United Nations organizations is an important component of the UN’s Reform Programme. The objective is to increase efficiency through, inter alia, consolidation of administrative infrastructure of organizations concerned, and build closer ties among United Nations staff and promote a more unified presence at the country level, where possible and where it economically makes good business sense.

UN Building in Turkmenistan houses at present, the following UN specialized agencies and entities: Resident Coordination Office, UNDP, UNICEF, UNFPA, IMO, WHO, UNESCO, UNODC, UNDSS and World Bank.

Under the guidance and direct supervision of the UNDP Assistant Resident Representative for Operations, the Common Services Officer will support UNDP and Operations Management Team (OMT) on all aspects of Common Premises and Services management and operations to ensure the smooth functioning of the UN Building and the consistent delivery of services related with common premises. The incumbent will be in charge of management of all common services, including budgeting, financial management, and reporting, security and access control to common premises as well as day to day management of common services to ensure efficient, responsive services to all resident agencies.

The Common services Officer in close cooperation with UNDSS is responsible for overall supervision of UN Security Guards in accordance with the relevant SOPs. The UNDSS Office provides advisory support and technical assistance in implementation of security policies and ensuring safety of UN staff and property.

 

Duties and Responsibilities

Ensures planning and provision of Common Services focusing on achievement of the following results:

• Under supervision of the ARR-Operations of UNDP and the Chair of Operations Management Team (UNDP or any other agencies that may chair the OMT in the future), In coordination with the agencies occupying UN Building, prepare annual Common Services work plan and a draft annual Common Premises budget for its implementation and submit for review of OMT and approval by UNCT;
• Ensure implementation of annual common service workplans in compliance with the budget and the plans cleared by the OMT and UN Country Team;
• Coordinate with the external service providers to ensure efficiency and quality delivery of the outsourced common services, including but not limited to services as detailed in Annex C of the MOU concerning the Occupancy and Use of the UN House;
• Establishing collaborative arrangements with the agencies, manage any repairs, remodeling and renovation work to be done with respect to the Common Premises, offices, including any offices not allocated to an agency, if such work affects the building;
• Plan and implement maintenance schedules for all utility services on the premises, including water, electricity, garbage removal PABX systems, air conditioners and HVAC , elevators, , and landscaping;
• Prepare proposals for renovation and reconstruction of buildings, sub-contracts for services, including design, budget and oversee reconstruction, renovation and repair or maintenance work for premises;
• Draft scope of works for relevant tender documents in strict compliance with UNDP procurement rules and under the guidance of UNDP procurement staff;
• Assign work to contractual staff, ensure quality of service, provide coaching and guidance when necessary by daily monitoring the work of cost-shared Common Services personnel, which includes Cleaners, Gardener, grounds maintenance, security, HVAC operator, receptionists, etc.;
• Liaise with fire, water brigades and ensure emergency equipment are in good working order and regulations of the public bodies are being followed;
• Work closely with UNDSS staff to ensure consistency in the management of security related services and UN Common Premises regarding infrastructure needed for compliance with the requirements and for the security staff to properly perform their functions;
• Coordinate assets and inventory management of the common premises including error free periodic reporting and disposal when required;
• Develop strategy for enhancement of common services and identifying new areas in which common services could be develop by analyzing existing common services for efficiency and cost-effectiveness and proposing and implementing improvements;
• Be responsible for arrangement of micropurchases including cleaning and building maintenance supplies in sufficient quantities.

Ensures effective support to Financial Management of Common Services, focusing on achievement of the following results:

• Draft and present to UNDP and OMT annual work plan and budget, including preparation of detailed, market-based cost estimations for building maintenance and common premises;
• Monitor and prepare regular progress reports of expenditures of common services for OMT review;
• Work closely with UNDP’s procurement unit for matters related to procurement and contracting third parties;
• Prepare Requests for Purchase Orders and Contracts for common premises related services;
• Prepare and submit to each agency with an itemized accounting of the Annual Common Services Costs and other expenses for the preceding year actually incurred and paid, together with amounts collected.

Ensures Client Satisfaction focusing on achievement of the following results:

• Strong relations with external parties such as Government agencies, public service providers, and UN funding partners;
• Commitment to a client-oriented approach in all areas of management;
• Ensure that all services are provided at agreed service levels;
• Assure all clients’ needs are satisfied, which include in-house UN entities and their staff;
• Contribute to improving client services on a continuous basis by establishing collaborative arrangements with partners, and appropriate operational partnership arrangements;
• Regular and appropriate reporting to internal UN and external clients and timely feedback on service requests;
• Develop transparent systems for assessing and communicating on ‘client’ satisfaction.

Provides significant support to Business Operations Strategy (BOS) 2.0 focusing on achievement of the following results:

• Preparation of cost analysis and data collection for BOS;
• Implementation of BOS initiatives.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement: 

Under the guidance and direct supervision of the Assistant Resident Representative/Operations, UNDP, the Common Services Officer will ensure the effective and satisfactory provision and maintenance of common premises including any outsourced service providers and administrative services to the UN Building and the accurate billing and charging of shared costs across UN House Agencies.

The Common Services Officer will work in close collaboration with the Operations Management Team (OMT) (including as necessary, with the Operations/Administrative personnel of the UN House agencies), by ensuring that quality service is provided and sustained to i) maintain a high standard of shared common utility services and ii) provide a comfortable and safe working environment to ensure that quality service is provided to maintain a high standard of services and to provide a comfortable and safe working environment.

The Common Services Officer will undertake his/her tasks in consistency with the UNDP corporate rules, regulations and policies. He/she will work in close cooperation with UNDP operation units and report directly to UNDP Assistant Resident Representative/Operations.

With excellent communications skills, the Common Services Officer must be self-motivated, with the capacity to take initiatives. She/he should display a client-, quality- and results-oriented approach whilst promoting the values of the United Nations.

Competencies

Core Competencies:

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
• Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
• Engage and Partner:  LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional and Technical Competencies: 

Procurement Management:    

• The ability to acquire goods, services or works from an outside external source.

Customer Satisfaction/ Client Management:

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers” needs.
• Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients” immediate requests.
• Ability to anticipate client”s upcoming needs and concerns.

Sourcing:

• Ability to find, evaluate and engage suppliers of goods and services.

Assets Management:

• Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.

Inventory Management:

• Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above.

UN Policy Knowledge Ethics:

• Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.

 

Required Skills and Experience

Education:

• Master’s Degree in Business Management, Public Administration, Accounting, Engineering or any other relevant subject, OR;
• Bachelor’s Degree in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Experience:

• Applicants with Master’s degree in a relevant field of study are not required to have professional work experience.
• Applicants with a Bachelor’s degree are required to have a minimum of two (2) years of relevant professional experience at the national or international level in technical and administrative positions providing building/facility management, office administration and hands-on experience building maintenance or construction projects is required.

Required Skills:

• Excellent capacities in the usage of computers and office software packages (MS Office at minimum, graphic skills, etc.).

Desired Skills:

• Experience in implementation and monitoring Action Plans involving multiple UN entities, UNCTs, and UN inter-agency bodies to ensure effective operational common support office structure is desirable.
• Experience in handling web-based management systems would be an asset.
• Experience/Knowledge of project management processes.
• Experience/Knowledge of monitoring and evaluation tools.
• Experience in preparation of financial reports and overviews.
• Experience in managing/ supervising diverse teams.
• Proven Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships,
• Proven Ability to apply a systematic approach to adapt, control and effect change.
• Proven Ability to coordinate and deliver services in line with service level agreements and standards of excellence in UNDP.
• Proven Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results.

Required Languages:

• Fluency in UN languages English and Russian is required.
• Fluency in Turkmen is required.

 

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.