Brief Details About Facility Management Associate‌ Job at UNDP – Afghanistan:

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:

1. 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;

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