Administrative Associate

Il y a 3 mois

Brussels, Belgique United Nations Development Programme (UNDP) Temps plein

**Job Identification**
- 20669

**Locations**
- Bruxelles, Belgium**Posting Date**
- 09/13/2024, 05:27 AM
- 09/27/2024, 05:26 AM

**Job Schedule**
- Full time

**Agency**
- UNDP

**Grade**
- NPSA-7

**Vacancy Type**
- National Personnel Service Agreement

**Practice Area**
- Management

**Contract Duration**
- 1 Year with Possibility for extension

**Education & Work Experience**
- Bachelor's Degree - 4 year(s) experience OR High School certificate
- 7 year(s) experience

**Required Languages**
- English; French

**Desired Languages**
- Knowledge of other UN Official language(s) an advantage

**Vacancy Timeline**
- 2 Weeks

**Background**

**Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and **inspiring stories.**

The UN House in Brussels is administered by UNDP and is at present comprised of 18 UN Agencies, Funds and Programmes dedicated to maintaining, nurturing and developing the partnership between the UN, the European Union institutions, the Belgian government and other partners.

Working in close collaboration with the UN House Management Committee (UNHMC) (including as necessary, with the Operations/Administrative personnel of the UN House agencies), the Administrative Associate provides support to the UN House agencies by ensuring that quality service is provided and sustained to i) maintain a high standard of shared common utility services and ii) provide a comfortable and safe working environment.

With excellent communications skills, the Administrative Associate must be self-motivated, with the capacity to take initiatives. S/he should display a client-, quality
- and results-oriented approach whilst promoting the values of the United Nations.

**Duties and Responsibilities**

Committed to the judicious and transparent use of UN resources, the Administrative Associate will carry out the following tasks in consistency with the UNDP corporate rules, regulations and policies, while playing a lead role in inter-agency common initiatives:
**Planning and implementation of common service activities**:

- Manage the common building services as detailed in the lease agreement documents concerning the Occupancy and Use of the UN House by UN agencies; establish and maintain an organized, centralized, chronologically updated and user-friendly repository of all related UN House documents enabling easy access, retrieval and understanding of processes conducted.
- As primary focal point with the landlord and service providers, establish collaborative arrangements to ensure the smooth management of the UN House, including UN premises oversight; arrange and coordinate with the landlord, any repairs, remodelling and renovation work to be done with respect to the UN House, Common Areas, offices, including any offices not allocated to an agency, if such work affects the building; participate in evaluation of works implemented, including health and safety management and quality management; manage specific agency requests, liaising between agency, building management and external vendors to ensure that works and maintenance requests are performed in a satisfactory manner; maintain an accurate and updated registry/log of all service works implemented by the maintenance companies in the building.
- Create and maintain the data base of suppliers and service providers; provide efficient general services and logístical services, including common services organization; coordinate (between the UN House agencies and external service providers) the management of and performance monitoring/review/evaluation/assessment of outsourced common premises services, including but not limited to janitorial and cleaning services, etc.; support with UN House procurement, in collaboration with UNDP.

**Financial management for common services / premises**
- Develop, maintain accurate, and report on annual common services / premises cost-sharing budget with appropriate distribution (per sqm and per staff) for each of the cost categories.
- Estimate the pro forma cost-shared and non-shared amounts for common area services and other related expenses (including UN Coordination activities) for the ensuing calendar year to assist agencies in their budget planning; prepare and, upon Finance department clearance, provide each agency with the UN House cost distribution as invoiced by the landlords, including the relevant supporting documents for these invoices; based on the report provided by the Finan

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