Brief Details About Facility Management Associate Job at UNDP – Afghanistan:
| Location : | Kabul with travel to Provinces, AFGHANISTAN |
| Application Deadline : | 08-Jun-23 (Midnight New York, USA) |
| Time left : | 16d 20h 40m |
| Additional Category : | Gender Equality |
| Type of Contract : | FTA Local |
| Post Level : | GS-6 |
| Languages Required : |
English |
| Duration of Initial Contract : | One year |
About UNDP:
The United Nations Development Programme is a United Nations agency tasked with helping countries eliminate poverty and achieve sustainable economic growth and human development. The UNDP emphasizes developing local capacity towards long-term self-sufficiency and prosperity.
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Main Duties and Responsibilities:
- Liaise with UNAMA and other UN Agencies in the compound related to Afghanistan Country Office (ACO) facilities
- Serve as the focal point for ACO facilities management;
- Provide assistance on all incoming requests and communicate with client during all phases of task;
- Inspect the conditions of the office and accommodation buildings and suggest areas for improvement and coordinate action as necessaryp;
- Liaise with the cleaning service contractor on pest control, garbage collection, and cleaning services;
- Prepare and follow-up on Work Orders for Office and accommodation maintenance and related requests from personnel; act as construction and renovation projects assistant focal point;
2. Provide administrative and logistical support to the Operations Unit
- Provide check-in support for new personnel and visitors, including building ID access, office space setup and related services;
- Provide check-out support for exiting personnel, including ID card termination and related actions;
- Coordinate internal office moves;
- Provide administrative support in the procurement of office furniture;
- Monitor and order stationary, office supplies, and business cards. Ensure supplies ordered are in line with sustainability and recycling policies of UN Greening the Blue;
- Submit requests for stationary including business cards and ad hoc items as needed by personnel;
- Manage Facilities staff (cleaners). Strive to improve efficiencies in service delivery and arrange training, where required;
- Oversee effective operation of tea-points, meeting rooms and other shared spacesp; manage all contractors attending onsite and work with Facilities team, where required, to ensure contractors carry out their work in a safe and effective manner;
- Operate as the principal point of contact for reporting site maintenance issues and capturing of reported incidents;
- Be the first point of contact on Facilities issues for all building users (ACO);
3. Oversee Mail & Distribution
- Maintain updated list of publications stored in UN Women ACO storage facility; update regularly
- Email monthly expenditures on pouch/international courier/mail charges to respective budget owners;
- Maintain invoices and chargeback records of shipments per UN Women units using barcode system;
- Update mailing, distribution and mailing lists and labels on a regular basis;
- Maintain updated inventory, distribution and mailing lists on UN Women’s Intranet page.
- Professional communication with UN Women stakeholders external personnel on facilities related matters;
- Liaise with Pouch and Mail focal points in UN-Secretariat to resolve queries / clarification from client’s issues and concerns;
4. Perform buyer and travel processor roles in support of Operations and Programme Unit
- Provide advice and technical support on Procurement related issues
- Provide initial review with immediate feedback/comments on requests for Purchase Order and Supplier Update & Registration
- Review and update procurement logs with link to e-filing of contracts, POs, travels, supplier profile and procurement related documents in SharePoint system.
- Undertake negotiations with potential suppliers including contribute to capacity building of suppliers to be able to compete in Global Market
- Create, monitor and maintain purchase order for office, accommodation and sub-offices
5. Perform any other duties as assigned by supervisor related to Facilities and Administrative Services.
- Preparing the Work Order forms for maintenance and repairing of the equipment for ACO and accommodations.
- Follow up with facility management for performing the required maintenance services in ACO and Accommodations
- Verifying the performed services by facility management unit and reporting to Operations Manager
- Conducting regular check-up of the accommodations and reporting to head of admin logistics unit
- Participating as team member in physical inspection of goods received and handover process
- Assisting the team in inspection of inventory
- Assisting in repairing of the equipment under warranty and follow up with relevant suppliers / vendors
- Conducting small purchases for maintenance of office, when required
- Assist in physical check-up & inspection of the storage of the cleaning materials for Office building and Accommodations
- Ensure booking of staff rooms at UN Women accommodation and from other UN agencies
Required Skills, Education and Experience:
Education and certification:
- Secondary Education with specialized certification in Administration is required;
- University Degree in Business, Administration and Finance, would be desirable, but it is not a requirement;
Experianace:
- Minimum 6 years of relevant experience in facilities management, administration or program support service with secondary; education, or minimum 4 years’ relevant experience with a Bachelor degree;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc;
- Experience in handling of web-based management systems. Experience with ERP systems, preferably PeopleSoft, desirable;
Language Requirements:
- Fluency in English is required;
- Knowledge of the other UN official language is an asset;
- Knowledge of Dari and/or Pashto is required;