Overview
The Common Premises Analyst will ensure the effective and satisfactory provision and maintenance of common premises, including administration and finance services to the UN House in Dili, Timor-Leste.
Key Responsibilities
- Establishment of shared premises service package for all Agencies and future development of additional services;
- Development and update of Standard Operating Procedures to document all critical workflows;
- Development of a sound and regularly updated common Business Continuity Plan;
- Constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment;
- Advise the COMMON PREMISES Operations Management Team (OMT) on all administrative policies concerning the COMMON PREMISES, keeps them informed through regular briefings and consults them for strategic decisions;
- Supervision and coordination of the four Common Services Sections: ICT, Facilities Management, Security; and General Common Services, including the preparation of the Annual CS Work Plan, including both UN staff and contracted personnel;
- Effective implementation of UNDSS guidelines for MOSS compliance as relating to common premises;
- Substantive support to the procurement of high-quality services, and continuous evaluation of service providers;
- Ensure that the work is performed in accordance with all relevant UN Rules and Regulations and other established guidelines for the respective areas, including minimum service level agreements and other quality indicators;
- Prepare annual budgets and cost recovery systems for agreed common services and CS unit for UNCT approval;
- Monitor and prepare regular management reports of expenditures of common services and CS Unit for review by OMT and Management Committee;
- Act as Certifying Officer (Requesting Authority) for all accounts of the Common Facilities Support Services. Is accountable for budget and expenses related to COMMON PREMISES;
- Work closely with other common services personnel to ensure timely and focused billing and cost recovery to meet;
- Manage the contracts for outsourced services in accordance with the rules and regulations of the procuring agency;
- Support to the coordination of asset management within the UN agencies occupying the COMMON PREMISES;
- Strong relations with external parties such as Government agencies, public service providers, neighbors, and UN funding partners;
- Commitment to a client-oriented approach in all areas of management of the COMMON PREMISES;
- Regular and appropriate reporting to internal UN and external clients and timely feedback on service requests;
- In close collaboration with other Agencies ensure the seamless integration between common ICT services and other common services functions, as defined by the Management Committee and UN Country Team;
- Ensures that all services are provided at agreed service levels;
- Establishment and adherence to minimum services standards;
- Transparent performance monitoring of services and other aspects of the COMMON PREMISES supported by high quality data collection;
- Identification of sources of information related to Common Services management.
- Identification and synthesis of best practices and lessons learnt directly linked to the COMMON PREMISES development goals;
- Sound contributions to knowledge networks and communities of practice.
Required Experience
- Applicant with Master’s degree (or equivalent) in a relevant field of study are not required to have professional work experience.
- Applicant with Bachelor (or equivalent) are required to have minimum of two (2) years of experience at the national or international level in technical and administrative positions providing building/facility management, office administration.
- Possession of hands-on experience in project management in particular the construction projects
- Experience in the usage of computers and office software packages, advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.
- Experience with international and national organization as well as UN experience
- Experience managing common services within government or international organization.
- Experience in supervision and coordination of common facilities.
- Experience in preparing annual budget and reporting for common services.
- Experience in monitoring and implementation of the common services activities.
- Experience in managing LTA’s of common services
- Knowledge of procurement process, asset and contract management
Qualifications
- Advanced University Degree (master’s degree or equivalent ) in Management/Administration (Business, Project/Public Policy) or Social Science including Arts is required.
- Or, a first-level university degree (bachelor’s degree) in the areas stated above, in combination with an additional two years of qualifying experience.
