Overview
Provides support to operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. Promotes a client, quality and results-oriented approach and provide effective support for facility management.
Key Responsibilities
- Support the implementation of operational strategies, focusing on achievement of the following results: Full compliance of administrative activities with UN/UNDP rules, regulations, policies, and strategies. Provision of inputs to the Common Services and Premises administrative business processes mapping and implementation of the internal standard operating procedures (SOPs). Provision of inputs to prepare administrative team results-oriented workplans.
- Provide technical support and oversight for the maintenance and improvement of common premises, focusing on the achievement of the following results: Full compliance of all engineering and maintenance activities with UNDP/UN safety regulations, operational policies, and strategic guidelines. Conduct regular inspections of building infrastructure, including electrical, plumbing, and structural systems, to identify needs for repair and recommend preventative maintenance actions. Liaise with building management and external contractors on all premises-related technical issues, ensuring efficient resolution and quality of work performed. Develop and maintain technical documentation, including maintenance logs, asset records, and compliance reports for all common service assets and infrastructure.
- Compilation and preparation of briefing and presentation materials, background information and documentation for meetings and missions. Translation of simple correspondences, when needed. Provides effective administrative and logistical support in connection with Common Service and Premises Agencies , focusing on achievement of the following results: Organization of shipments, customs clearance arrangement, preparation of documents for Common Services shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions. Support compilation of document for procurement processes including preparation of RFQs, RFPs documents, receipt of quotations. Arrangements of events including travel and hotel reservations, preparation of travel authorizations. Administrative support to conferences, workshops, and retreats. Maintenance of the filing system ensuring safekeeping of confidential materials. As requested, the incumbent can be suppport to the various UN survey : extraction of data from various sources In particular for DSA Survey administrative support to the DSA working group, effective research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports. Collection of information for DSA should cover information from travel agencies and other administrative surveys, support to organization of common services. Liaison with Menara Thamrin Building Management for any related premises issues. Provides support to office maintenance and assets management, focusing on achievement of the following results Maintenance of records on Common Service funded assets.
Required Experience
Minimum 4 years ( with secondary education) or 1 year (with bachelor degree ) or relevant experience in the national/ international organization. experience in national or international organization. Proven experience in facilities and building management, with a strong focus on technical operations, building systems maintenance, and contractor oversight. Experience in collecting administration report. Previous experience working in the area of Common Services/Common Premises or relevant areas would be highly desirable. Experience in preparing material and assisting the administrative activities. Previous experience working for environment-related project administration would be highly desirable.
Qualifications
Secondary education is required. University degree (Bachelor’s Degree) in electrical/mechanical engineering or relevant field will be given due consideration but is not a requirement.
