ПРООН в Україні оголошує конкурс на заміщення вакансії Common Premises Assistantt. Дедлайн - 2 лютого 2017 р. (далі - англ.).

Background Information:

The UNDP Office in Ukraine has initiated the collocation of several UNDP Projects and UN Agencies into one premise with the aim of improving effectiveness and efficiency of projects implementation and joint efforts. In order to effectively organize the common services in the new premises, these services will be shared by UNDP projects and other UN Agencies in the premises and provided by dedicated project personnel.

Organizational context:

Under the supervision of the UNDP Common Premises Associate, the Common Premises Assistantimplements the daily activities and tasks related to administration of the common premises, such as but not limited to:

• Common premises administration support
• Shared space and shared assets monitoring and maintenance
• Supplies management
• Mail management and reception services
• Provide minor ICT-related services
• Perform other ad hoc duties as assigned

The Common Premises Assistant works in a client, quality and results-oriented manner in close collaboration with the Operations Team in the Country Office (CO), personnel of UNDP projects as well as personnel of other UN Agencies to exchange information and to ensure smooth functioning of common premises.

Duties and Responsibilities:

 Provides support to administration of common premises as follows:

• Assists in organization and control of the distribution of space in the office common premises, the corridor and other in-door and out-door common areas as necessary.
• Assists in development of annual budget for common premises in cooperation with UNDP projects and UN agencies
• Assists in preparation  of quarterly financial reports on common premises expenses
• Liaises with landlord and office service providers for ensuring all contractual obligations are met in a timely manner.
• Establishes and maintains the filing system for common premises related materials.

Performs daily monitoring and maintenance duties related to shared space and shared assets as follows:

• Arranges for booking of meeting/conference room(s) as per received requests and maintains a log for booking, ensuring that  the meeting/conference rooms are maintained clean and organized;
• Arranges for maintenance of premises and minor repairs, as necessary, in coordination with UNDP CO Operations unit;
• Receives, inspects and verifies all incoming equipment and furniture in common use;
• Tags all furniture/equipment in common use upon receipt from the supplier. Updates non-expendable property inventory record and tracks movement of furniture/equipment pieces. Acts as custodian of such assets;
• Enters and maintains records in the asset control database (system) ensuring inventory records are up to date and accurate;
• Supports the annual physical inventory verification exercise by checking the accuracy of records and location of property.
• Facilitates the installation of commercial and in-house software and related upgrades;
• Ensure security guidelines are properly adhered to.

Provides daily support for office supplies management as follows: 

• Organises for supply and re-supply for stationary with UNDP supply  contractors, follows up with the contractors as necessary, receives, inspects and verifies all incoming supplies ;
• Monitors stationary supplies and maintains a stock of stationary, distributes stationary and keeps a log of distribution.

Provides daily support related to mail management and reception services as follows:

• Receives, records and distributes to the addressee (project personnel or UN Agencies);
• Operates the fax machine for the common premises and distributes incoming faxes, if any;
• Receives and guides visitors and meeting participants in the premises.

Provide minor ICT-related services:

• Monitors the use of ICT equipment, controls the use of the common equipment such as copying machine, fax machine and desk phones and organizes for repairs, maintenance or replacement, as necessary;
• Provide assistance to users in connecting to Wi-Fi and/or cable networks of premises (provide Wi-Fi password, plug patch-cords), local printers and similar;
• Provide basic support to maintenance of equipment, such as change printer cartridges, clear paper jams, verifying equipment state, re-plug cables as necessary;
• Do other minor ICT-related tasks under direct supervision of Ukraine ICT Work Group members as requested.

Performs other ad hoc duties as assigned.

Measurable outputs of the work assignment:

The key results expected are:

• Timely and quality administrative services provided to projects and UN Agencies personnel in the location
• UN/UNDP administrative standards fully integrated in services’ provision

 Performance Indicators for evaluation of results:

• Planning and coordinating skills;
• Interpersonal and task management skills;
• Quality of work and timeliness of services;
• Initiative and problem solving skills

Competencies expected of the individual:

Corporate Competencies:

• Communication;
• Delivery;
• Innovation;
• Leadership;
• People Management;
• Demonstrating/safeguarding ethics and integrity;
• Promotes the vision, mission, and strategic goals of UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

• Knowledge Management and Learning;
• Development and Operational Effectiveness;
• Conflict Management;
• Result orientation;
• Teamwork;
• Self –management and emotional intelligence;

Promoting Organizational Learning and Knowledge Sharing:

• Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things;
• Documents and analyses innovative strategies and new approaches.

Client Orientation:

• Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines.

Innovation and Marketing New Approaches:

• Generates new ideas and proposes new, more effective ways of doing things;
• Documents and analyses innovative strategies/best practices/new approaches.

Global Leadership and Advocacy for UNDP’s Goals

• Performed analysis of political situations and scenarios, and contributes to the formulation of institutional responses;
• Uses the opportunity to bring forward and disseminate materials for global advocacy work and adapts it for use at country level.  

Competencies expected of the individual:

• Good knowledge of administrative rules and regulations
• Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
• Ability to organize and complete multiple tasks by establishing priorities
• Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
• Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
• Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support
• Good computer literacy and working knowledge of Microsoft office software packages (Word, Excel, etc.).
• Knowledge of Luhansk region will be an advantage.

Minimum qualifications and experience:

Education. University Degree.

Experience.  At least 5 years of practical experience in administration or relevant fields. Experience in the usage of computers and office software packages (MS Word, Excel, etc).

Language Requirements. Fluency in Ukrainian and Russian and good command of English language.

More information and application details: https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=7583&hrs_jo_pst_seq=1&hrs_site_id=2