Common Premises Manager

Vacancy Announcement


Position title : Common Premises Manager
Duty Station : Dili, Timor – Leste
Duration : 1 (one) Year, extendable
Expected Start date : October 2010
Type of Contract : Fixed Term Appointment
Level : NO-A
Organizational Unit : UNDP, Operation Unit


Organizational Context:
Under the direct supervision of the DCD and in overall coordination with the Integrated Operations Managers Group (IOMG), the Common Premises Manager will be responsible for managing all activities related to Common Premises and Services.

The incumbent of the position will conduct work in accordance with the approved workplan and budget for the Common Premises, approved by UN Heads of Agencies. The CP Manager will report on progress at IOMG meetings and on other occasions as requested.

Summary of Key Functions:
q Support DCD and IOMG Team on all aspects of occupancy and use of Common Premises and Services
q Manage all Common Areas in the UN Building and adjacent territory
q Ensure proper human and financial resources management including planning of the available resources, forecasting of needs and cost efficient proposals on how to cover administrative costs
q Liaise with the Government officials on the issues related to provision of utilities, communications, etc


1. Support the IOMG on all aspects of occupancy and use of Common Premises and Services:

· Prepare assessment of needs of UN Agencies, collect proposals, prepare annual Common Premises/Services work plan, and a draft annual budget for its implementation, disseminate for discussion, incorporate comments and approve with the UN agencies occupying space in the building.

· Liaise with all UN Agencies, Funds, Programmes and projects in the UN Building, to seek their views. Prepare needs assessment for the UN Agencies’ and collect proposals, if any, for further investigation and presentation to the IOMG.

· Liaise closely with the UNDP Filed Security Associate to ensure consistency in the management of security related services and UN Common Services in the Common premises; liaise closely with UNDP Filed Security Associate regarding infrastructure needed for compliance with the MOSS requirements and for the security staff to properly perform their functions.

2. Manage all Common Areas in the UN Building and adjacent territory

· Facilitate implementation of the work plan within the time limits proposed and as approved by IOMG and Heads of Agencies.

· Ensure an integrated and cost efficient approach, as well as the application of all relevant UN rules and regulations to the UN common system issues related to Common Premises and Services.

· Based on the approved work plan and budget, initiate payments from the common services account, monitor budget and prepare regular financial reports to the Resident Coordinator and the Agencies resident in the common premises, on the use of funds.

· In close coordination with IOMG, manage all Common Areas in the Common premises including: the Parking Lot, UN Agency Conference Room, Security Guards Posts, electricity and water supply facilities and equipment (including electricity generator, storage containers etc). Also, manage air conditioning of common areas, waste removal, sewerage system, grounds maintenance, up keep of buildings.

· Maintain an inventory of all items in the Supply Containers.

3. Ensure proper human and financial resources management related to the common services, including planning of the available resources, forecasting of needs and cost efficient proposals on how to cover administrative costs, cost adjustments and preparation of invoices.

· Daily monitoring the work of cost-shared Common Premises personnel, which includes Cleaners, Gardener, grounds maintenance, security etc.

· Liaise with UNDP General Administration Unit to ensure coordination of actions regarding Common Services support personnel, such as Cleaners, Gardener, Maintenance Manager and Maintenance Assistant, Helper, Security Guards.

· Responsible for expendable and non-expendable property located in the Common premises and preparation of the inventory report.

· Conduct or coordinate joint training programmes for the UN staff in the UN building, related to commons services or premises.

· Preparation of Requests for Purchase orders and Contracts for common-services related issues, filling the Vendor Form for vendor creation in Atlas.

· Preparation of 3 monthly reports to IOMG:

· CS account financial report showing actual costs against budget and statement of balances per agency.
· Maintenance report – all works done in prior month.
· UN Clinic report – fees collected each month.

· Preparation of Common Premises invoices.

4. Liaise with the Government officials on technical issues related to the Common premises.


1. Other duties as assigned.


Impact of Results

The key results have a direct impact on the efficient and smooth management of the UN Common Premises. Safety and security of staff is dependant to a large extent on a well maintained and safe working environment. Efficient and effective operations require functional office space maintained to high standards.

Competencies

Corporate Competencies:
q Demonstrates commitment to UNs mission, vision and values.
q Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability


Functional Competencies:


Knowledge Management and Learning
q Shares knowledge and experience
q Be aware of the UN principles and standards applicable to Common Premises
q Provides helpful feedback and advice to others in the office


Development and Operational Effectiveness
q Demonstrates excellent planning and co-ordination skills to ensure smooth running of all UN Building facilities, utilities, machinery and services to all UN Agencies in the Common premises , to be carried out in an efficient and economic manner.
q Good negotiation skills to be able to deal with a variety of contractors, suppliers and vendors.
q Excellent supervisory and communications skills with a wide variety of activities, and several out-sourced services
q Excellent knowledge and understanding of the physical aspects of the office: security, cleaning, maintenance, renovation, overseeing contractual services providers.
q Knowledge of budgeting and inventory management, and possess drafting skills i.e., letters, contracts, reports, etc.


Leadership and Self-Management
q Focuses on result for the client
q Consistently approaches work with energy and a positive, constructive attitude
q Remains calm, in control and good humored even under pressure
q Responds positively to critical feedback and differing points of views

Minimum qualifications:

Education:

Bachelors Degree in Business, Public Administration, Finance, development, governmental sector, other professional or equivalent.

Experience:

2 years of experience in administration, government, NGO/CSO, private business or equivalent.


Please submit your applications with curriculum vitae, P11, references and other relevant supporting documents to the following address:



Human Resources Unit


UNDP Dili,


UN House Caicoli Street,


Dili, Timor-Leste
Email: personnel.tp@undp.org
Fax: +670 331 3534

The deadline for submitting applications is 18 September 2010

Only short-listed candidates will be notified. Eligible female candidates are strongly encouraged to apply.