Administration Associate - Tenders Global

Administration Associate

United Nations Development Programme

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Description

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The United Nations Multi-Country Office for Malaysia, Singapore and Brunei Darussalam is located in Putrajaya, Malaysia and covers three independent countries.

The mandate of the United Nations is to support the three countries in its vision of achieving the 2030 Agenda, which charts a development path that balances economic growth with social inclusion and environmental sustainability, based on solid institutional foundations, conditions for peaceful societies and the realization of human rights. To this end, 169 targets further specify the ambitious 17 Sustainable Development Goals (SDGs) to be achieved by 2030 and a comprehensive indicator framework has been developed to measure progress.

The Administration Associate oversees the services provided to the UN Common Premises in Putrajaya which is shared by 7 UN Agencies.

Duties and Responsibilities

Under the overall guidance and supervision of the Chair/Focal Point of the Common Premises committee, the Administration Associate provides the overall management and execution of varied and inter-related upkeep and maintenance services to the UN Common Premises, ensuring high quality and accuracy of work. The Administration Associate promotes a client, quality and results-oriented approach.

The Administration Associate supervises and leads Common Premises support staff.  H/She works in close collaboration with the UN Common Premises Committee, UNDP Operations team and other UN Agencies staff to resolve issues and ensure consistent service delivery.

Ensures implementation of operational strategies, focusing on achievement of the following results:

  • Full compliance of administrative activities with UN rules, regulations, policies and strategies;
  • Preparation of administrative team results-oriented work plans;
  • Elaboration of proposals and implementation of cost saving, recycling and reduction; strategies for the UN Common Premises as a whole, in consultation with office management/UN Common Premises Committee.

Ensures coordination of outsourced services, and support of effective and efficient office maintenance and upkeep, focusing on achievement of the following results:

  • Coordinates maintenance and upkeep of UN Common Premises including advising management on repairs and servicing of fixtures and equipment;
  • Coordination of supplies required for maintenance of the building, in cooperation with UNDP Procurement Unit;
  • Submission of information on administrative services provided for cost-recovery bills;
  • Ensures effective supervision of maintenance and external vendors;
  • Coordinates the security of the office premises in liaison with the security company providing guard services, in consultation with the UN Department of Safety and Security;
  • Ensuring the optimum function of appliances and fixtures in the UN Common Premises;
  • Liaison with building management on administrative matters and permits.

Ensures proper management of common facilities, assets and office premises, focusing on achievement of the following results:

  • Maintenance of common facilities to ensure integrated activities on common services;
  • Preparation of annual budget and financial reporting;
  • Proper planning and tracking of common services budget and of Agencies contributions to the common services account;
  • Coordination of assets management, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items, in consultation with UNDP Procurement Unit;
  • Backstop IT Support to ensure continued IT services, as and when required.

Support and participate in the Operations Management Team (OMT) related activities:

  • Assist in the coordination of the Common Premises Sub-group;
  • Contribute to achieving the OMT annual workplan.

Support knowledge building and knowledge sharing, focusing on achievement of the following results:

  • Organization of training for staff on maintenance as and when required;
  • Briefing to staff members on issues related to area of work;
  • Sound contributions to knowledge networks and communities of practice.

Required Skills and Experience

Education:

  • Secondary education.  University degree in business, administration, information systems/technology or related field is an advantage.

Experience:

  • 7 years’ experience (or 4 years of experience with Bachelor degree) in administration, supervision or related field.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.). 
  • Experience in handling of web-based management systems.

Language Requirements:

  • Fluency in written and oral English and Bahasa Melayu 

Source: https://jobs.undp.org/cj_view_job.cfm?cur_job_id=109492

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The Administration Associate oversees the services provided to the UN Common Premises in Putrajaya which is shared by 7 UN Agencies.

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