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Facilities Analyst
UNDP
The United Nations Development Programme (UNDP), Khartoum is seeking qualified candidates for the following post:

 Vacancy No: 193-239-14
 Section/Unit: Operations Support Services
 Grade Level: NOA-Fixed Term Appointment (FTA)
 Supervisor: Operations Anlyst, Head of Unit
 No. of Post: 1
 Duty Station: Khartoum
 Duration: One year
 Closing Date: 07 March 2015

 
 Background:

Under the direct supervision of the Head of Operations Support Services (OSS) unit, and the overall guidance of the Operations Manager, the Facilities Analyst will be responsible for effectively leading and delivery of high quality service of the general service section of the OSS Unit. He/she will be responsible for setting up quality standards, efficient service delivery, effective supervision of the implementation of operational aspects of all UNDP Premises in Khartoum and the mail and pouch functions. He/she will support the Head of OSS/OM in negotiations with all internal clients and external service providers for effective utilization of resources and services delivery.

The Facilities Analyst provides operational support to the Head of unit in addressing general service issues and will backstop the Head of unit in his/her absence.



 
 Duties and responsibilities:

Summary of key functions:

  • Actively participate in the planning processes related to UNDP Premises management
  • Ensure strategic direction of the UNDP Common Premises management
  • Effective compound management with internal controls, efficiency and transparency
  • Establishment of effective cost-recovery mechanism

 

As a key member of the OSS Team, actively participates in the planning processes and dialogues with the service providers and service recipients, focusing on achievement of the following results:

  • Compilation of medium to long-term needs of service recipients, which requires the vision for compound development.
  • Consensus reached among service recipients in terms of prioritization of all the needs and concrete actions to be taken on the annual basis.
  •  Participate in establishing service lines; exploring and analyzing possibilities of further developing the client base and service lines.

 

Ensures the strategic direction of the Common Premises management, focusing on achievement of the following results:

  • Preparation of the Compound Development Plan in close coordination with the service recipients. This Plan should reflect the medium to long-term office and plans of the recipients.
  • Development of the Annual work plan on the basis of compound development priorities.
  • Facilitate development of compound management standards
  • Train and advise Common Services support staff on UNDP procurement and contracts management to ensure know-how transfer and capacity development of support staff;
  • Support of the Head of Unit in preparing the Operations Support Services budget and work plan in order to ensure the effective utilization of the allotted financial resources.
  • Any other tasks as assigned by the Supervisor.

 

Ensure effective compound management system and criteria established and enforced with the aim of strengthening internal controls, efficiency and transparency. Specifically to achieve the following results:

  • Ensure efficient delivery of operations and administrative services that reflect positively on UNDP Sudan country office, which includes the monitoring of all general service functions.
  • Successfully implement the operational support to the UNDP compounds by providing supervision and follow up on the timely, efficient, quality services through the OSS General Service staff.
  • A well-defined compound management system developed that addresses various aspects of compound management in a structured and coherent manner. This includes but is not restricted to: (i) Usage of UNDP premises for the sole purpose of offices; (ii) maintain full records of premises infrastructure and architectural plans Consistent architecture design when changes are required for additions and/or renovations; (iii) maintain full records of premises  Standardized cabling, wiring, plumbing plans to ensure consistent compliance of the industrial safety standard requirements and to minimize risks of ‘business’ disruption; (iv) Transparency in compound management decision-making process; (vi) Central services shared by all service recipients (water, power, sanitation, facilities etc).
  • Strategic oversight of planning, budgeting, monitoring of the compound management, tracking use of financial resources in accordance with UNDP rules and regulations.
  • Contribute to the office space distribution and implemented to ensure optimum office space usage.
  • Plan and execute in close coordination with the Assets Management Focal Point, the UNDP compounds’ asset verification, investigate and report on variances, and make necessary recommendations to resolve discrepancies.
  • In close liaison with the Head of Unit, assist in the administration, follow up and management of contracts for goods, services and works (process requisitions, follow up on quotations, ITB’s and RFQs, participate in bid evaluations, CAP, RACP and ACP submissions, follow up on POs/Vouchers),  and provide guidance in assessing and analyzing the current General Service needs.
  • Submit periodic reports and analysis of the general service operations to the head of unit regarding the status of services delivery.
  • Coordinate ordering and delivery arrangements of general service purchased goods and equipment. Liaise with Procurement Unit of the Country Office to ensure quality control, specification conformity, volume assessment, monitoring and verification of deliveries;

 

Supervise the maintenance and outsourced services and administer effective cost-recovery mechanism and MOUs

  • Development of a comprehensive cost-sharing and cost-recovery MOU summarizing the contribution portions expected from service recipients.
  • Oversee the premises maintenance and outsourced building management services.
  • Ensures the close monitoring of outsourced cleaning services by setting clear service quality levels.
  • Develop schedules for routine and non-routine preventive maintenance for premises appliances.
  • Compile and maintain a database of companies to be solicited for the various procurement needs in the area of premises management.

Impact of results:-

The key result of the post is management and administration of the UNDP Premises in Khartoum in the most efficient and cost effective manner and to the satisfaction of all the service recipients.


 
 Minimum Qualification, Skills and Experience Required:

Recruitment Qualifications

Education:

Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.

Work Experience:

2 years of relevant experience at the national or international level in providing management advisory services and/or managing staff and operational systems and establishing inter-relationships among international organization and national governments. Experience in the usage of computers and office software packages, experience in handling of web based management systems.

Languages:

Fluency in English and Arabic language

 

Competencies and Critical Success Factors:-

Functional Competencies:             

  • Demonstrates integrity by modelling the UN’s values and ethical standards
  • Promotes the vision, mission and strategic goals of UNDP
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
  • Knowledge Management and Learning
  • Development and Operational Effectiveness
  • Management and Leadership

All applications must be submitted online. Applications received through other means will not be considered.


Only short-listed candidates will be contacted.
Women Candidates are highly encouraged to apply.
Notice
UNDP, as a matter of practice, does not charge any application, processing fee at any stage of the recruitment.







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