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Campus Operations Associate

United Nations Economic Commission for Latin America and the Caribbean (ECLAC)

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JOB DESCRIPTION

Background
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.

The United Nations Campus in Bonn is home to 23 UN organizations, agencies, and convention secretariats, in their entirety referred to as UN Bonn. The UN organizations in Bonn occupy two distinct locations and several buildings. Within the next couple of years more buildings will be added and will significantly increase space and capacities on the main campus.

The Common Services Unit (CSU) at UN Bonn is responsible for the joint management of the premises space, central ICT infrastructures, and central services such as safety and security, mail logistics, system-wide surveys and host country liaison also dedicated conference facilities are provided to the organizations on a common basis. CSU is hosted organizationally and administratively under the framework of the United Nations Volunteers (UNV) programme while being funded by all UN agencies in Bonn.

Under the direct supervision of the Team Leader, Common Services, the Campus Operations Associate is responsible for the day-to-day facility management, monitoring and management of building technology and supply, management of logistical and mail delivery services, upkeep of relevant building and facility related data and provision of facility related organisational and administrative support.

The Campus Operations Associate also acts as the technical focal point for day-to-day matters pertaining to Campus building technology and logistics and acts as focal point for construction projects, in cooperation with external stakeholders.

The Campus Operations Associate supervises and leads a team of clerical staff. He/she interacts directly with various external partners to ensure continuous operation and maintenance of the Campus buildings from an operational point of view, and to maintain an adequate and favorable working environment for UN staff. External counterparts include federal and state level government authorities as well as contractors, internal counterparts include representatives of various UN organizations present on the UN Campus Bonn.

Duties and Responsibilities

1. Management of building technology and facilities

  • Ensure day-to-day monitoring and management of building technology and facilities including the maintenance of building relevant data, ensuring timely follow up on deficiencies and shortfalls to maintain an adequate working environment for UN staff;
  • Manage   computer aided facility management systems to the benefit of all Campus agencies. This includes maintaining proper and up-to-date systems documentation at all times and ensuring their prompt availability to management and to the clients;
  • Manage contracts and service level agreements with building operation, supply contractors and consultants, and ensure that contractual facility management standards are met;
  • Ensure that UN, national, or international technical standards and building codes are met when technical projects arise, engage in continuous coordination with external partners
  • Overlook and monitor constant repairs and maintenance works on UN Campus facilities;
  • Analyze building operations on a regular basis including the screening of supply market developments and proposal of cost saving and sustainability measures as evident;
  • Consider security aspects when planning for changes to the given building structure.
  • Ensure that UN requirements are formulated, pursued and implemented in mayor GoG driven building projects on Campus
  • Act as UNBonn focal point for internal and external partners related to operating the UN Campus buildings and facilities
  • Act as UNBonn focal point for internal and external partners related to construction/refurbishment projects on the UN Campus
2. Management of logistical services
  • Ensure overall quality and reliability of mail and logistical services
  • Ensure timely inbound postal and courier mail, consignments, diplomatic pouch, and delivery services;
  • Ensure timely and cost-effective outbound postal and courier mail, and parcel services;
  • Monitor security screening measures for received mail, deliveries and other received goods;
  • Manage central parking facilities for official and staff vehicles;
  • Manage other logistical services, as required.

3. Management of organizational and administrative support services

  • Manage and administer allocation of premises and office space for all UN agencies on Campus
  • Support facility related “greening” activities and report on annual Greenhouse Gas (GHG) inventories;
  • Monitor and control  the provision of cleaning services for the building and the premises, ensuring that set quality standards are met;
  • Supervise the assigned staff, including conducting their performance assessments, and recommending capacity development activities; Engage in close day to day coordination with other teams of CSS for smooth, joint implementation and creation of synergies;
  • Manage and administer the UNBonn merchandise shop and business

4. Support to the Chief of the Section in operational matters

  • Supervise and lead facility management and logistics team
  • Ensure most cost-effective running of Campus technologies and supplies.
  • Ensure full-time availability of building infrastructures and central ICT services.
  • Participate in and provide technical contributions to meetings with representatives from host government, local authorities, service providers and contractors for campus extension and modernisation projects.
Competencies
Core

Achieve Results:

  • Scale up solutions and simplifies processes, balances speed and accuracy in doing work

Think Innovatively:

  • Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking

Learn Continuously

  • Go outside comfort zone, learn from others and support their learning

Adapt with Agility

  • Adapt processes/approaches to new situations, involve others in change process

Act with Determination

  • Able to persevere and deal with multiple sources of pressure simultaneously

Engage and Partner

  • Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships

Enable Diversity and Inclusion

  • Facilitate conversations to bridge differences, considers in decision making

People Management 

UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies 
Knowledge Generation
  • Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need

Digital Awareness and Literacy

  • Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed

Documents and records management

  • Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Building, Facilities & Office Space management

  • Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data
Required Skills and Experience
Education:
  • Secondary education with specialized certification in the area of building maintenance and operation;
  • University Degree in Architecture, Civil Engineering, Building Technology and Supply or Facility Management is desirable but is not a requirement.
Experience:
  • Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant experience at the national or international level in managing building technology and supply;
  • Practical experience in evaluating, developing and monitoring of technical and/or construction projects;
  • Practical experience in operating building technology control systems and computer aided facilities management systems.
  • General knowledge of logistical process management;
  • Knowledge of the UN and Administrative Rules and Regulations is an advantage;
  • Experience using computers and office software packages (MS Word, Excel, PowerPoint, etc.)
  • Fluency in English and German
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer
  • Only short-listed applicants will be contacted;
  • The successful candidate will hold a UNDP letter of appointment;
  • This post is for local recruitment only. It is open to citizens of the European Union (EU) member states or holders of residence and unlimited work permits for Germany. All travel, interview and relocation costs, if any, incurred to take up an appointment at the duty station in Bonn are at the expense of the applicant.
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: 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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Scam warning
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.


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