Office/Unit/Project Description
The UNDP Office in Ukraine has initiated the collocation of several 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 premises, these services will be shared by UN Agencies represented in the premises and provided by dedicated project personnel. The incumbent will prioritize gender equality and women’s empowerment within all implementations and promote UNDP’s mandate as a gender-responsive organization with zero tolerance to any kind of discriminatory and abusive behaviour, including sexual harassment, sexual exploitation and abuse. Under the overall guidance and supervision of UNDP Senior Project Associate, the Common Premises Associate provides ongoing project and administrative assistance and support to the Common Premises project, performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Common Premises Associate works in collaboration with the operations, programme and project staff in the CO to exchange information and ensure consistent services delivery
Duties and Responsibilities
1. Ensures effective administrative and logistical support to the Common Premises activities, 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 represented UN agencies.
– 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.
– 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.
– Performs a Travel Requester role in Quantum and prepares e-reqs for procurement of goods and services.
– Supports the annual physical inventory verification exercise by checking the accuracy of records and location of property.
– Maintains stationery and office supplies, purchases office equipment when needed.
– Ensures security guidelines are properly adhered to.
2. Provides support to the Common Premises financial management as follows:
– Ensures timely processing of invoices in Quantum, follows up on payments and PO creation as needed.
– Ensures that the respective supplier profiles in Quantum are created/approved/updated.
– Supports with creation of common premises budgets in Quantum and their respective revisions.
– Serves as Petty-Cash Custodian and provides reports as required.
– Performs other duties as assigned by the Supervisor.
3. Supports knowledge building and knowledge sharing through:
– Participation on relevant UNDP trainings.
– Briefing/debriefing of UNDP personnel on issues relating to area of work.
– Sound contributions to knowledge networks and communities of practice between UN Agencies.
4. Ensures mainstreaming of gender equality considerations, promote a safe and enabling environment free of any kind of discrimination and abusive behavior.
Core Competencies
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.
Cross-Functional & Technical competencies
Business Management: Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels.
Business Direction and Strategy: Effective Decision Making: Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.
Procurement: Procurement Management: The ability to acquire goods, services or works from an outside external source.
Procurement: Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
Administration&Operations: Documents and Records Management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
Finance: Accounting (General): Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.
Required Skills and Experience
Education:
- Secondary Education is required. – Bachelor’s degree in Business Administration, Management, Economics, Human Resources, Finance, Accounting, Social Sciences or other related fields would be desirable but not a requirement.
Experience:
- Minimum 6 years with Secondary education or 3 years with Bachelor’s degree of progressively responsible experience of working in the field of administration, finance, programme/project support or other relevant fields.
Required skills and competencies:
- Experience in usage of computers and office software packages (Word, Excel, etc.).
- Experience in handling of web-based management systems.
Desired additional skills and competencies:
- Experience in coordination of project related activities.
- Prior working experience within UNDP or other UN agencies will be considered an asset. –
- Experience of working for international organizations will be considered an asset.
Required Language(s) (at working level):
- Fluency in English and Ukrainian is required. Any other UN language will be considered an asset.
Disclaimer
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.
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