- Country: Juba, South Sudan
- No of vacancies: N/A
- Salary: N/A
- Organization: UNDP
- Gender: Both
- Deadline: 2024-01-19
- Organization and coordination of shipments and customs clearance
- Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
- Supervision of cleaning and guards’ services.
- Coordination of transportation services, regular vehicle maintenance and insurance.
- Booking of conference rooms for meetings
- Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
- Assist in preparing logistic and administrative related issues.
- Management of the office registry and pouch services.
- Coordination of common premises/services cost-recovery arrangements.
- Proper control of supporting documents of funds and activities.
- Ensure new staff has office space.
- Provide stationaries to staff.
Provides support to proper supply and assets management, focusing on achievement of the following result:
- Coordination of assets management in the CO, timely preparation, and submission of periodic inventory reports.
- Coordination of the provision of reliable and quality office supplies
- Ensure office assets are tagged and recorded in asset /Umoja.
- Ensure inventory list of supplies are regularly updated.
- Ensure fuel supply for compound consumption.
Ensures proper common services focusing on achievement of the following result:
- Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform
Coordinates implementation of Registry and Receptionist functions, supervises Registry Clerk and Receptionist, focusing on achievement of the following results:
- Provision of efficient general reception and information services.
- Provision of reliable registry services.
- Establishment and adherence to minimum service standards
- Share information related to Common Service Management
- Identify best practices concerning Common Service Management and ensure application of good practices
| Expected Demonstration of Competencies
|
|
| Core | |
| Achieve Results:
|
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline |
| Think Innovatively:
|
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements |
| Learn Continuously
|
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback |
| Adapt with Agility
|
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible |
| Act with Determination | LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident |
| Engage and Partner
|
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships |
| Enable Diversity and Inclusion
|
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination |
| Thematic Area
|
Name | Definition |
| Administration & Operations | Assets management | Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain.
Asset Management Module in UMOJA, 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 APAM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information |
| Business Management | Project Management | Ability to plan, organize, prioritize, and control resources, procedures and protocols to achieve specific goals |
| Business Management | Partnerships Management | Ability to build and maintain partnerships with ide networks of stakeholders, Governments, civil society and private sector partners, experts, and others in line with UNDP strategy and policies |
| Administration & Operations | Building, facilities & office space
Management |
Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data |
| Business Direction & Strategy | Strategic Thinking | -Ability to develop effective strategies and prioritized plans in line with UNOCHA’s objectives, based on the systemic analysis of challenges, potential risks and opportunities, linking the vision to reality on the ground, and creating tangible solutions.
-Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNOCHA |
| Business Management | Customer Satisfaction/Client Management | -Ability to respond timely and appropriate 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 as to add value beyond clients’ immediate requests. -Ability to anticipate client’s upcoming needs and concerns. |
| Administration & Operations | 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 above |
Secondary education. Certification in administration desirable. University Degree in Business or Public Administration desirable, but it is not a requirement.
4 years of relevant experience in administration support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.
Fluency in English Language and knowledge of Arabic is an advantage
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