Background
The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. The Fiji multi-country office covers ten countries including Federated States of Micronesia, Fiji, Kiribati, Republic of the Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu as well as provides support to regional initiatives.ย
UNDP in the Pacific has developed its multi-country programme document (MCPD, 2023-2027) to guide its interventions in the next five years in full alignment and directly to contribute to the United Nations Sustainable Development Cooperation Framework (UNSDCF, 2023โ27). The Office covers 10 countries in the Pacific with an extensive portfolio which has grown over time. The UNSDCF and UNDP MCPD are designed in full alignment with the 2030 agenda, Samoa Pathway, and 2050 Blue Content Strategy, which is endorsed by the Pacific Island Countries (PICs) among others. The UNDP Pacific Office next five-year plan strategic priorities are encapsulated under three outcome areas: (i) Planet, (ii) Prosperity, and (iii) Peace. Following a strategic review process which was completed in June 2022, UNDP Pacific office structure is aligned to the emerging priorities of the office. In this regard, the programme portfolio will include mutually reinforcing work streams crafted around two clusters (i) Resilience and Climate Change; and ii) Inclusive growth and Effective governance, supported by a policy and innovation team, Operations team, Management and Oversight team that provides strategic guidance on ย results Management ย and compliance entrusted with the corporate alignment, programme finance management and quality assurance, ย and strategic communications ย team that provides knowledge management and communication support to all programme interventions.
Within the Pacific Office Multi-Country Office (MCO), the Operations Team provides programme with backbone support and services related to finance, procurement, human resources, digital services, travel, and logistics, as well as common services and CO transactions support. ย The team further provides demand driven Common services to the UN agencies (per agreed procedures). In addition, the team will provide administrative support to UNDP Staff including project personnel on areas such as protocol, visa facilitation, travel, and others.
Duties and Responsibilities
Under the guidance and of the Operations Manager and direct supervision of the Administrative Analyst, the Premises and Asset Management Assistant ensures effective execution of transparent and efficient provision of services and processes in the UNDP premises and asset management. The Premises and Asset Management Assistant promotes a client-oriented approach consistent with UNDP rules and regulations.
S/he works in close collaboration with the operations, programme and projectsโ staff in the MCO and with UNDP HQs staff for resolving premises, assets and facilities-related issues and information exchange.
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Ensures implementation of operational strategies focusing on achievement of the following results:
Full compliance of administrative management and inventory ensuring that proper asset management is performed in adherence to UNDP rules, regulations, policies and strategies and that inventory procedures are complied with at all CO units. Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).ย ย ยEnsures effective administrative support of MCO premises focusing on achievement of the following results:
Maintenance of premises/common services and office space management. Support to renewal of office building contractual arrangements and or negotiation of office lease renewal as required by Administrative and/or Operations Manager. Monitors service delivery of outsourced facility services and proposes options to the optimum advantage of the organization. Carries out cost recovery activities on common services provided by UNDP.Supports asset management focusing on achievement of the following results:ย
Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users. Tagging all furniture/equipment upon receipt from the supplier. ย Update of non-expendable property inventory record and track movement of furniture piece. Entry in ERP system of all the requisite asset management information. \"Capitalization\" of appropriate items in accordance with UNDP's policies governing asset classes, estimated useful lives and elements of cost. Utilization of the ERP Asset Management Module, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to \"expense\" item, in accordance with UNDP's policies and procedures to comply with IPSAS. Support to the management on physical assets disposal. ย Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in ERP system of all the requisite details for recording disposals. Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property. Preparation of inventory reports as required. Maintenance of the filing system ensuring safekeeping of confidential materials. Extraction of data from various sources. Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports. Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:
Inputs to the establishment of relevant internal control systems of the common services and facilities Assistance (provision of inputs) in the preparation of the unit budget Maintenance of administrative control records such as commitments and expenditures. Review, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations Consolidation and preparation of summary statements for inclusion in the financial statements.Ensures facilitation of knowledge building and knowledge sharing in the MCO focusing on achievement of the following results:
Training of staff engaged in the conduct of physical inventory. Briefing of staff members on issues relating to area of work. Sound contributions to knowledge networks and communities of practice.Performs other duties within the functional profile as assigned or deemed necessary for the efficient functioning of the office.
Competencies
Core competencies:
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadlineย Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements ย Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedbackย Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible ย Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confidentย Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationshipsย Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination ยCross-Functional & Technical competencies:
Business Direction & Strategy
Effective Decision Making: Ability to take decisions in a timely and efficient manner in line with oneโs authority, area of expertise and resourcesBusiness Management
Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for was to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns Working with Evidence and Data: Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-makingBusiness Development
Administration & Operations
Lease management: Ability to perform business case analysis to enter into an agreement with owners, governments and sister UN agencies, collect leasehold data for each location and maintain the global premises database; administer RFA Assets management: Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP- AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information Inventory Management: Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and aboveRequired Skills and Experience
Education:
Secondary education is required University Degree in Business Administration, Finance, Public Administration, or equivalent field will be given due consideration, but is not a requirement. Certifications in Administration and Procurement is desirableExperience:
Minimum 5 years (with High School Diploma) or 2 years (with Bachelorโs degree) of progressively responsible experience in finance, sourcing, premises or asset management is required.ย Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages is required Experience in handling of web-based management systems and ERP financials will be an advantage Knowledge of IPSAS and/or IFRS desired Experience in office space and lease management will be an advantage. Knowledge of OHS will be added advantage. Experience in financial control and reconciliation desired. Experience in asset and inventory management will be an advantage.Required languages:
Fluency in English is a requirement, local language i.e., Itaukei and/or Fiji Hindi is required.Professional Certificates:
Certifications in Administration and Procurement is desirableEqual opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.ย
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ย
Probation
For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย 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.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
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