UN House and Common Services Assistant

UNITED NATIONS DEVELOPMENT PROGRAMME

GENERIC JOB DESCRIPTION

I. Position Information

Project title:                     

Project Number:              

Job Code Title:                

Duration of Employment:

Working nature:                

Working hours:                

Duty station:                    

Pre-classified Grade:       

Supervisor:           

UN House

UN House and Common Services Assistant

One year with possible extension

Full-time assignment

40 hours a week (08:30-17:30; 12:00-13:00 lunch time)

Bishkek

SC-6

OMT Chairperson, UNDP Operations Manager

II. Organizational Context

Under the overall guidance of the OMT Chairperson, and daily supervision of UNDP Operations Manager, the UN House and Common Services Assistant performs general administrative/finance duties to ensure smooth operation of the UN House building and provides support to all common services activities of the UN Agencies-members of OMT.

The UN House and Common Services Assistant promotes a client, quality and results-oriented approach.

The UN House and Common Services Assistant works in close collaboration with the Operations Units of UN Agencies to ensure consistent service delivery.

III. Functions / Key Results Expected

Summary of Key Functions:

     1. Provides assistance in management of UN House

2. Ensures proper and timely management of UN Common Services 

3. Provision of support to knowledge building and knowledge sharing

1. Provides assistance in management of the UN House, focusing on achievement of the following results:

• Daily management of UN the House, including UN House Conference Facilities, to ensure a good and secure working environment for all staff members.
• Preparation of annual work-plans and budget estimates for the UN House for review by OMT and approval by UNCT.
• Implementation of the approved work-plans, regular monitoring and reporting to OMT on progress.
• Ensuring procurement, maintenance and repair of common equipment and supplies, in accordance with approved the UN House budget;
• Acting as UN House Assets Focal Point by ensuring safekeeping of assets, preparing bi-annual physical inventory reports, including cost analysis and recommendations for replacement/disposal of common equipment and supplies;  reconciling physical inventory data with available records to ensure inventory taken is complete, and identifying  discrepancies for corrective action;
• Provision of various reports/information to OMT on financial/administrative status of the UN House;
• Managing timely payments to service providers to ensure smooth and uninterrupted work of the UN House and maintaining necessary budgetary control records.
• Administration of the UN House related contracts;
• Daily supervision and overall management of UN House Common personnel.
• Regular performance evaluation for the UN House Intendant, UN House Senior Cleaning Lady and UN House Switchboard Operators/Pouch Assistants and clearance of performance evaluation of UN House Common personnel.
• Ensuring timely performance evaluation of other UN House common personnel.
• Arranging and participating in the recruitment and training of UN House personnel. Acting as secretary/ex-officio during interviews for the UN House personnel.
• Annual or bi-annual calculation of rates for office space rent, communications utilities usage, Conference facilities usage.
• Provision of timely and correct invoices for office space rent, regular reconciliation and follow up on payments. 
• Preparation and handling the routine correspondence related to the UN House and its budget in accordance with UNDP rules and procedures.
• Performance of other related duties as required;

2. Ensures proper and timely management of UN Common Services, focusing on achievement of the following results:

• Serving as a focal point for all issues related to common services;
• Maintains contacts between UN Agencies, Partner Agencies, respective State Institutions and suppliers on common services issues;
• Preparation of work-plans and budget estimates for common services initiatives for review and approval by OMT and other inter-agency teams for common services.
• Managing contractual relations with common service providers, including monitoring, timely update and recommendations on improvement to OMT and other inter-agency teams for common services.
• Implementation of the approved work-plans, regularly monitoring and reporting to OMT on progress.  
• Provision of assistance to OMT in the area of common services/premises.
• Arranging and attending OMT and other common services meetings. Acting as secretary/ex-officio during such meetings.
• Participating in discussions of new or revised procedures and practices on common service initiatives, assessing the impact of changes, and making recommendations for follow-up action.
• Drafting MOUs and other correspondence for common services arrangements. 
• Administration of UN common services MOUs, MOAs and LOAs; providing timely update and notifications to OMT on status. 
• Facilitation of work of different UN Task Forces on common services.
• Keeping the supervisor abreast of potential problem areas, and identifying and recommending solutions. 
• Active contribution to different UN surveys (DSA, housing, place to place, etc as required).
• Proper filing and maintaining of all common services related correspondence, documents;
• Performance of other related duties as required.

3. Provides support to knowledge building and knowledge sharing in the area of common premises/services.

IV. Recruitment Qualifications

Education:

• Bachelor degree with training in finance/accounting confirmed by certificates, preferably in management, accounting, finance, economics.
• Specialized trainings in finance/accounting are desirable.

Experience:

• 5 years of relevant administrative and accounting/financial experience at national and/or international level is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.). 
• Experience of working with web-based management systems is desirable.
• Work experience on common premises/services is an asset.
• Practical experience in procurement is an asset

Language Requirements:

Fluency in English and Russian. Knowledge of Kyrgyz is an asset.

V. Signatures- Post Description Certification

Incumbent  (if applicable)

Name                                          Signature                                         Date

Operations Manager

Name  / Title                               Signature                                         Date

OMT Chairperson

Name / Title                                Signature                                        Date