Dutystation: Pohnpei (Family duty station), Micronesia (Federated States of)
Functional responsibilities
Summary of Key Functions
Coordination support for the management of UN Common premises in the Federated States of Micronesia.
Financial support
Facilitation of knowledge building and knowledge sharing
1. Ensures coordination support for the management of UN Common Premises in the Federated States of Micronesia, focusing on the achievement of the following results:
Participate in negotiations with building owners regarding contractual arrangements and office lease renewal as needed in accordance with UNOPS policies and procedures
Coordination of the Common Premises arrangements, in consultation with the UNRCO and participating UN entities. This includes the allocation of space to the participating agencies, coordinating office space remodelling, etc, to accommodate any emerging needs from participants.
Coordination of maintenance/repair/washing/painting work of the office premises and environment. Supervision of the cleaning and maintenance team to ensure effective and efficient services are provided
Support contract negotiations with vendors and service providers to ensure cost-effective services of quality and timely service.Promotion and implementation of energy-saving and green office policy.
Evaluation and monitoring of the timeliness and quality of administrative tasks (e.g., cleaning and security guard service) on a regular basis
Management of common premises assets, ensuring accuracy of inventory records, tracking of asset movements, coordination of replacements and purchases, as well as disposals.
Liaison with suppliers and utility providers to ensure the availability and proper functioning of all utilities at all times
Ensures availability of all common premises-related supplies at all times; takes necessary steps to initiate the purchase of replenishments in a timely manner
2. Ensures effective coordination of finance support for common premises, focusing on:
Preparation and Administration of Common Premises Budget and cost distribution for common premises to all participating UN organizations using the agreed cost-sharing basis.
Ensures full cost recovery of the cost-shared services at the end of the year.
Preparation of financial statements (itemised accounting of all shared services and premises costs) at the end of the year for the Common Premises, showing deficits/surpluses and proposing/taking action to cover them in the following period/year.
Ensures efficient human and financial resources management, including planning of the available resources, forecasting of needs, and cost-efficient proposals;
Based on the approved work plan and budget, initiate payments from the common services account and follow up on agency contributions to the common premises account.
3. Provides support to knowledge building and knowledge sharing, focusing on the achievement of the following results:
Organization and conduct of training for the operations/ projects staff on administrative-related topics.
Briefing/debriefing of personnel on issues relating to the area of work
Sound contributions to knowledge networks and communities of practice.
Synthesis of lessons learned and best practices in administration.
Education/Experience/Language requirements
Master’s degree (or equivalent) in Business or Public Administration, or related fields is required.
A first-level university degree in combination with required qualifying experience may be accepted in lieu of the advanced university degree.
Experience:
A minimum of 2 years of relevant experience at the national or international level in administrative management is required.
Experience in the usage of computers, Google Suite, and Office Software packages (MS Office 2003 and/or newer versions) is an asset.
Language:
Full working knowledge (Fluency) in written and oral English is required.
TOGETHER, WE BUILD THE FUTURE
UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.
Our mission is to help people build better lives and countries achieve peace and sustainable development.
We are proud of our people and embrace diversity and are committed to equal employment opportunities. Our workforce brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf of our partners. Spread across 80 countries from a range of backgrounds, and languages and have different gender identities, sexual orientations, and abilities.
We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.