UNDP PMU Common Service Assistant (Only Nationals)

Scope of Work 

1.Ensures proper and timely management of UNDP Project Office Common Services, focusing on achievement of the following results:

• Serving as a focal point for all issues related to common services;
• Daily management of Project Office to ensure comfortable and secure working environment for all personnel;
• Ensuring maintenance and repair of common Office equipment and supplies;
• Maintains contacts between UNDP projects on common services issues;
• Managing contractual relations with common service providers, including monitoring, timely update, recommendations on improvement and processing of the payments;
• Participating in discussions of new or revised procedures and practices on common service initiatives, assessing the impact of changes, and making recommendations for follow-up action;
• Keeping the supervisor abreast of potential problem areas, and identifying and recommending solutions;
• Monitor booking systems of conference rooms;
• Assistance in conducting events at Project Office;
• Ensuring logistics support on programme/project activities;
• Monitoring the work and coordinating schedule of programme drivers and office cleaners;
• Copying and typing documents as requested;
• Translation and interpretation as requested;
• Performance of other duties as required

2. Ensures the provision of front-desk service and telephone communication services focusing on achievement of the following results:

• Monitoring and registering of all visitors to the office; assistance to visitors by providing directions and accurate information related to the programme/project;
• Operation and management of the telephone switchboard in accordance with appropriate protocol;
• Regular check and test of all lines;
• Solution of minor technical problems, and reporting to telephone service provider for regular maintenance and repair;
• Management and planning of the front desk coverage;
• Maintenance of the proper filing system for documents.

3. Ensures the most updated personnel and other contacts information, focusing on achievement of the following results:

• Collection and update of projects personnel information on a monthly basis, ensuring all data and information is correct and accurate;
• Update of the office telephone list and programme/project directory, addresses of the Government, International Organizations, and NGOs counterparts and other important contacts;
• Reception of participants at Programme/Project meetings and events;
• Registration of incoming and outgoing correspondence and documents.

4. Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Monitoring the Project Office Inventory Records, maintain the records and files on Project Office assets management.
• Serves as a focal point for Project Office assets.
• Maintenance of files and records relevant to Project Office maintenance.

4.       Institutional Arrangement

The Common Service Assistant will report to the Administrative-Finance Assistant of the UNDP “Governnace and Social Cohesion” Cluster.

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
 

Cross-Functional & Technical competencies:

1. Business Management – Customer Satisfaction/Client Management:

– Ability to respond timely and appropriately 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 ways to add value beyond clients’ immediate requests.
– Ability to anticipate client’s upcoming needs and concerns.

2. Business Direction & Strategy – Effective Decision Making:

–   Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
3. Business Management – Communication:

–  Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose сommunication methods depending on the audience.
– Ability to manage communications internally and externally, through media, social media and other appropriate channels
4. Business Management – Operations Management:

–  Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
– Knowledge of relevant concepts and mechanisms.
5. Administration & Operations – Vehicle management:

–   Knowledge of policy & procedures on fleet management

6. 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
7. Administration & Operations – Registry & correspondence management:

–  Ability to collect, register, maintain and deliver mail and UNDP pouch;

– Ability to manage archives

Minimum Qualifications of the Successful NPSA:

Min. Education requirements:  Secondary education is required. University degree (Bachelor’s degree) in economics, management, business administration, human resources, finance, law or any other relevant field will be given due consideration, but is not a requirement.

Min. years of relevant work experience: Minimum five (5)  years with the Secondary education or two (2) years (with Bachelor’s degree) of relevant administrative experience.

Required  skills: Experience in the usage of computers and office software packages (MS Word, Excel, etc.).  Desired skills in addition to the competencies covered in the Competencies section   Experience of working with web-based management systems is desirable. Work experience on common premises/services is an asset.
Practical experience in small-scale procurement is an asset. Working experience in international organizations is an asset.

Required Language(s): Fluency in English and Russian. Knowledge of Kyrgyz is a strong  asset.