Administrative Associate

United Nations Development Programme

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Description

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The Administrative Associate (Building Maintenance Mgmt) will be responsible to keep and evolve the service levels to ensure a productive and conducive physical work environment. He/she will be heading a small team to help identify and detect service needs, find solutions and capacities to address those. The incumbent will plan, budget and monitor maintenance and development needs. All work is done through a sustainability lens to find ways to minimize climate impact that is measured and reported continuously by the Administrative Associate (Building Maintenance Mgmt) to Leadership in Energy and Environmental Design (LEED) and top management. The Administrative Associate (Building Maintenance Mgmt) will together with common services management continuously identify quality improvements, efficiencies, and smart services for the building. 

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

  •  Ensures effective and efficient provision of building maintenance services, focusing on achievement of the following results:
  • Develop, monitor and report on building maintenance workplan.
  • Collect information and report on building performance.
  • Propose and articulate service improvements.
  • Identify and estimate impact of different building environment improvements.
  • Coordination/supervision and monitoring of services provided by Contractors. 
  • Preparation of specifications and evaluation of bids.
  • Plan and systemize maintenance schedules and physical improvement projects in the short and long term.
  • Respond to emergency calls for maintenance.

 Provide support for effective administrative and financial control in the Building Maintenance Team, focusing on achievement of the following results: 

  • Assistance (provision of inputs) in the preparation of the building maintenance budget for the next year running cost.
  • Assistance to maintenance of administrative control records such as commitments and expenditures.
  • Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
  • Assists in cost-benefit analysis of building maintenance services provided.
  • Assist the Administrative Specialist in developing cost estimates for new services and building needs.
  • Assistance in the preparation of budgets, audits and other reports.

 Coordination and supervision of maintenance staff focusing on service performance in terms of quality and efficiency:

  • Prepares individual’s work plans, career development and job-related training.
  • Review and assess staff’s performance by conducting performance appraisal processes in consultation with the Administrative Specialist.

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

  • Organization of training for the building maintenance staff on administration.
  • Briefing staff members on general building maintenance matters; provision of advice and guidance 
  • Perform other administrative support, as required.
  • Sound contributions to knowledge networks and communities of practice.

 The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities: to supervise Building Maintenance Team, Mail Services, Registry and Events Management, and receptionist.

Required Skills and Experience

Education:

  • Secondary education is required .
  • A University Degree in Engineering or an equivalent field will be given due consideration, but it is not a requirement. 
  • Certifications in facility management would be an advantage

Experience:

  • A minimum of 7 years (with a high school diploma) or 4 years (with a bachelor’s degree) of relevant experience in facility management, building maintenance management, or administration is required. 
  • At least 4-7 years of work experience in building maintenance at the national or international level is an asset. 
  • Experience in and knowledge of building maintenance procedures and building structures is desired.
  • Sound experience in supervising and managing teams is desired.
  • Experience in project management, including complex ones, is desired. 
  • Experience in budget management is an asset.
  • Experience in handling of web-based management systems, for example, Dalux, is desirable. 
  • Good knowledge of ERP systems (such as PeopleSoft or Oracle HCM Cloud) is desirable.

Language Requirements:

  • Fluency in English is required. 
  • Fluency in Danish is required for local staff. 

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/17068

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