Position: Administrative Analyst (Hot Job)

Job Description

Ensures effective and efficient management of the UN House Facilities and Common Services, achieving the following results:

• Ensures systematic management of the overall facilities in the UN House, including office space, common areas, telephone communications, conference hall, parking space, cleanliness, electricity supply and running water;
• Supervises and monitors the tasks of the outsourced service providers, including generators, EPABX, public addressing system, fire alarm, air-conditioners, electricity supply system, water treatment plant, solar lights, building maintenance, and cleaning company, for quality assurance and timely delivery;
• Take a lead role in the renewal of the Insurance coverage of the UN Buildings and their contents, including updating of the underwriting data, payment of the premium to UN Insurance Section etc;
• Manages the lease agreements of the rented office/storage space, including preparation of lease agreement, MOUs, timely renewal, amendment, and termination, where building management services are to be extended;
• Develop annual UN House Work Plan to ensure preventive maintenance of buildings and equipment and obtains UN House Board approval;
• Initiate Business Case/Makes proposal/s and plan/s for renovation, alteration, modification or new construction, including cost estimates and operating modality and submits them to the UN House Board and RC for review and approval;
• Carry out day-to-day management oversight function of the UN Dispensary, particularly aesthetics, overall hygiene and service requirements and brief the OMT on its status from time to time;
• Supervise, guide and develop a team of around eight Common Services staff (from GS1 to GS 6 levels) for provision of quality services to the UN Agencies.

Ensures elaboration and implementation of common services strategies, achieving the following results:

• Liaises with members of the UN House Board and OMT on Common Services (CS) procedural functions, network with regional Common Services experts and/or UNDG on technical and country issues pertaining to CS;
• Advises the Chair of the UN House Board and OMT on possibilities of new common services and provide option reports, including cost benefit analysis, business plans, procedures and Implement them when approved;
• Arrange, coordinate and facilitate OMT Retreats/planning meeting to develop Annual Work Plan intended to harmonize and simplify operational and administrative procedures and practices. Coordinate with concerned task forces or agency for timely implementation of work plan and arrange briefing meetings on the status of achievements;
• Arrange and coordinate the UN House Board/OMT meetings, provide secretariat support and make follow up with concerned agency or task force for the effective and efficient implementation of decisions made;
• Prepare/update Memorandum of Understanding for the use of Common Premises and Services as and when new agencies are adopted into the UN House.

Ensures smooth management of procurement process related to CS Unit, focusing on the following results:

• Draft the Terms of Reference, review Request for Proposals and Contracts before finalization as necessary;
• Ensure that resource conserving and cost effective yearly procurement plan is prepared and approval obtained;
• Monitor constantly contract validity and contractor’s compliance to performance standard in line with terms, conditions, specifications and statement of works. Evaluate and assess services provided by the contracted firms and prepare evaluation reports as required. Make appropriate recommendations, supported by justification, to the Operations Manager and/or UN House Board or OMT for next course of action;
• Certify and confirm contractual transactions through the interpretation and determination of applicable policies and procedures. Provide advice to the Operations Manager with alternative solutions in the case of deviations;
• Manage the CS Inventory that comprises spare-parts for machineries, cleaning, electrical and emergency supplies, applying standard inventory management procedures and requisites of UNDP Internal Control Framework (ICF).

Manages the CS Budgets focusing on the following results:

• Forecast annual budget requirement and draft the budget proposals for Common Services (OMT), Fuel Management, Emergency Supplies Management and Building Management Services. Present the draft budgets to appropriate inter-agency bodies for review and approval;
• Generate Awards in ATLAS Projects for each of the budgets and establish ASLs based on approved budget amounts;
• Ensure that agency contributions are collected on time through the issuance of ATLAS Invoices and timely application of revenues into the ATLAS;
• Monitor the relevant ATLAS Projects constantly to ensure that expenditures are made in accordance with the planned activities and in line with the financial policy, procedures and regulations;
• Review and revise the budgets in consultation with UN Agencies as necessary;
• Verify bills and invoices for correctness against PO or Contract and certify them for payment;
• Prepare quarter-yearly and year-end financial statement and report to the agencies the income and the expenditure status of relevant projects;
• Carry out, under delegated authority, the approval function as Manager Level-1 for transitions related to the CS Operations.

Ensures provision of efficient support functions to CO, projects, and UN Agencies focusing on achievement of the following results:

• Effective leadership in teaming up for the support function area in Registry, transport, travel, Protocol including Visa, Shipments;
• Ensures client oriented services is provided to different stake holders;
• Ensure efficient management of CO transport support in compliance with UNDP rules of vehicle management;
• Preparation and implementation of Standard Operating Procedures (SoPs) related to General Administration such as Travel, Transport;
• Responsible for preparation of ToRs for Travel, Customs Clearance services for joint procurement processes when led by UNDP;
• Ensure scientific Inventory System for Stationeries maintained.

Provide assistance in the implementation of the security plan and all matters relating to safety and security operations and management, to achieve the following results:

• Develop and assist in the implementation of the Country Office Security Plan
• Ensure MOSS/MORSS compliance of UN/UNDP personnel, offices, residences and equipment;
• Provide inputs to UNDSS in the preparation of comprehensive Security Risk Assessments;
• Provide timely and accurate security advice to staff and management;
• Ensure adequate liaison with UNDSS, UN agencies, diplomatic mission, government agencies and other relevant entities.

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Build on the knowledge on Common Services Operations including facility management and coordination and provide support as the CSE to the CO and other country offices as required;
• Contribute to the knowledge networks and communities of practice, e.g. Procurement, Finance and HR Networks;
• Share the lessons learnt with relevant colleagues in the CO and practice networks;
• Foster Team Building and sharing of knowledge and staff encouraged for learning and sharing the wealth of knowledge that exists.

Job Specification

• Master’s degree in Management, Social Sciences, Economics or related area

Experience:

• Up to 2 years of relevant experience at the national or international level in providing facilities management services and/or managing staff and operational systems. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems.
• UN/UNDP experience is an asset.

Language Requirements:

• Proficiency in English and Nepali
• Disclaimer

Apply Instruction

UNDP is committed to achieve work force diversity and has a policy to have gender balance among staffs at all levels. Work experience and/or academic knowledge in relation to gender and social inclusion will be an added advantage. Qualified Women, Dalits, Janjatis, Madhesis, Persons with Disabilities, gender and sexual minorities and other minorities are specially encouraged to apply.

All applications will be treated with highest confidentiality.

[email protected].