UN Common Services Coordinator - UN House
Перейти к навигации- Агентство:
- UNDP
- Расположение:
- Moscow
- Длительность:
- 3 months probationary period
- Дата окончания:
- 2009-03-03
- Описание:
Under the direct supervision of the UN House Management Committee, the incumbent performs general administrative duties to ensure smooth operation of the UN House offices and provides support for all common services activities of the UN Agencies in Russia.
1. Prepares workplans and budget estimates for common services initiatives for review and approval by the UN House Management Committee and other inter-agency teams for common services. Implements the approved workplans, regularly monitoring and reporting to the UN House Management Committee on progress. Prepares letters to request payment of agencies cost-share for common service initiatives and follows up on payment.
2. Responsible for the overall day to day management of UN House office premises to ensure a good and secure working environment for all staff members. Undertakes all actions necessary to arrange cleaning services, provide adequate heating and utilities, ensures procurement, maintenance and repair of common equipment and supplies, in accordance with budgetary plans and allocation. Prepares payment requests for UN House expenditures and maintains necessary budgetary control records. Acts as custodian for the UN House petty cash.
3. Maintains contact with the Ministry of Foreign Affairs on UN House and common services issues. Drafts Note Verbales as required.
4. Supervises, directly and indirectly, activities concerned with office and grounds maintenance, and similar services. Participates in the recruitment and training of common service staff for specialized and non-specialized work, and assigns common service staff (cleaners, handyman) to meet work requirements. Reviews and evaluates work of subordinates directly.
5. Advises and assists the UN House Management Committee in the area of common services. Arranges for and attends UN House Managemnet Committee and other common services meetings, participates in discussions of new or revised procedures and practices or common service initiatives, interprets and assesses the impact of changes, and makes recommendations for follow-up action. Acts as secretary for UN House Management Committee and other common services meetings as required. Drafts MOUs and other correspondence for common services arrangements for approval of supervisor or UN RC as appropriate. Maintains hard copy and electronic files for all common services documents. Makes proposal on: renovation of office premises to improve working environment; office space distribution and related construction or asset allocation changes to be done accordingly; staff proper and suitable working conditions; streamlining and harmonising procedures and policies among UN agencies; efficient use of financial resources and existing facilities/equipment.
6. Keeps the UN House Management Committee abreast of potential problem areas, and identifies and recommends solutions. Prepares, on own initiative, correspondence, reports, evaluations and justifications, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility. Make inputs to surveys on DSA, housing, place to place as required
7. Obtains quotations from suppliers, agencies and services and prepares all required information for the UN House Management Committee review. Reviews all contractual arrangements with suppliers of goods and services to ensure that the terms and conditions of all contracts are being adhered to by the suppliers of goods and services. Proposes to the UN House Management Committee any changes that may be required.
8. Ensures the safekeeping, annual physical inventory, prepares reports, including cost analysis and recommends replacement/disposal of UN House common equipment and goods. Reconciles physical inventory data with the records to ensure inventory is complete, and identifies discrepancies for corrective action. Prepares annual reports on subjects to the UN House Management Committee.
Requirements/QualificationsEducation: University degree in business administration or related field;
Experience: Minimum 3 years of experience in the field of office administration and management. Experience in budget management would be an asset;
Skills: Very good coordinating and organizational abilities; good negotiation and managerial skills, results- and client-oriented approach; ability to work under pressure and to take initiative; good interpersonal skills and full coputer proficiency;
Language: Fluency in both written and spoken English and Russian.
- Контактная информация:
Interested candidates are required to send a motivation letter and a detailed Curriculum Vitae including date of birth, citizenship, educational qualifications, a summary of professional skills and expertise, a summary of relevant work experience, publications written, and languages spoken, or to complete a United Nations Personal History form (available under the VACANCY Section).
All applications should be sent to hr.ru@undp.org by the deadline of 03 March 2009 quoting the code "UN House".