Overview
The Common Premises Associate will support the management of all aspects of Common Premises and Common Service to ensure the smooth functioning of the UN House. This includes budget preparation, financial management, security coordination, office space allocation, maintenance and repairs, cleaning and janitorial services, and utilities management.
Key Responsibilities
- Support the management of UN premises and services.
- Establish and enforce UN House governance frameworks, SOPs, cost-recovery mechanisms, and joint accountability arrangements.
- Ensure compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
- Develop systems and internal operating procedures for premises and services management.
- Prepare result-oriented work plans, strategies, actions and budget estimates of common services.
- Ensure proper and complete documentation and application of UNCT approved decisions, plans, budgets.
- Support the day-to-day management of UN House premises and services.
- Support the smooth and efficient delivery of common premises services.
- Identify opportunities for innovation that would improve common premises management and services.
- Act as a focal person to maintain all original hard and soft copies for all common premises and services related documents.
- Maintain contact lists of the diplomatic services department of the Ministry of Foreign Affairs and external vendors.
- Prepare correspondence, evaluation reports and/or justifications.
- Serve as the focal point with the Ministry of Foreign Affairs and Ministry of Works for all UN House capital renovation and refurbishment works.
- Act as UNDP and UNCT focal point for the Government-contracted UN House maintenance company.
- Act as the property custodian of procured and donated common assets.
- Recommend replacement/disposal of common equipment and supplies.
- Conduct acquisition and distribution of quality common services supplies.
- Collaborate with UNDP Asset Verification Coordinator physical verification of supply, inventory and assets records.
- Work closely with UNDP Bahrain Finance to plan and prepares budget for UN common premises management and common services.
- Support management, monitoring and reconciliation of the budget for UN common premises management.
- Prepare payment requests for UN House expenditures.
- Prepare debit notices and follows up the payment of contributions of participating agencies.
- Maintain an up-to-date and accurate record of receipts and disbursements and space occupancy of participating agencies.
- Review all contractual arrangements with suppliers of goods and services of common premises.
- Provides all necessary information and reports for audit exercises.
- Periodically report to the UNDP Resident Representative and OMT on the status of financial operations.
- Researching and sharing best practice relating to Common Services management.
- Briefing to UN staff and personnel on general administrative matters pertaining to Common Services and UN House.
- Dissemination of Common Services Best Practices in the country.
Required Experience
- Minimum 7 years’ experience (secondary education) or 4 years’ experience (with Bachelor’s degree) in providing administration or programme support services, delivery of services to multi-stakeholders and/or relevant experience at the national or international level.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages.
- Experience in handling of web-based management systems.
- Experience in managing and overseeing operational and logistical activities, including facilities management, asset management, and administrative support.
- Experience working closely with stakeholders and suppliers to manage the financial and logistical aspects of shared services.
- Experience working with multiple and diverse stakeholders.
- Experience in managing shared services such as office space, utilities, renovation works, and related.
- Prior experience working with UN agencies, international NGOs, or public sector entities.
Qualifications
- Secondary education is required; or
- A first-level university degree (Bachelor’s degree) in Business or Public Administration will be given due consideration, but it is not a requirement.
