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UNDP Vacancies 2023 for Residential Compound Associate Jobs in Juba Location.
UNDP Jobs in Juba 2023:- New job notification not for UNDP job opportunity portal for the post of Residential Compound Associate. Residential Compound Associate Vacancy is for the Juba location. Candidates should apply through www.undp.org before the last date which is 03/02/2023.
Residential Compound Associate Jobs at UNDP Details
| Recruiter Name | UNDP (United Nations Development Programme) |
| Name of Vacancy | Residential Compound Associate Vacancy in South Sudan |
| Job Location | Juba |
| Official Website | www.undp.org |
| Last Date | 03/02/2023 |
| Salary | Not Disclosed |
| Job Type | UN Jobs in South Sudan |
| Job Number | 8041 |
| Top Job Category of the day | NGO Jobs in South Sudan |
Residential Compound Associate Jobs Description
Background
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
<Job Purpose and Organizational Contex>
Under the overall guidance of the Administrative Analyst and direct supervision of the Residential Compound Manager, the Residential Compound Associate will be responsible for provision of support services in the management of UNDP Residential Compounds 1 and 2. The incumbent will also execute processes and transactions ensuring high quality and accuracy of the work. The Residential Compound Associate promotes a client, quality, and results-oriented approach.
The Residential Compounds Associate works in close collaboration with the Residential Compound Manager to exchange information and ensure consistent service delivery.
Duties and Responsibilities
<Enter Duties and Responsibilities here>
Ensures implementation of operational strategies, focusing on achievement of the following
Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
Provision of inputs to the CO administrative business process mapping and
implementation of the internal standard operating procedures (SOP)
Preparation of administrative team results-oriented workplans.
Ensures efficient provision of administrative support, focusing on achievement of the following results
Prepare monthly accommodation bills for rent deductions.
Maintenance of administrative control records such as fuel record, generators maintenance schedule and direct request for payments and other expenditures files.
Raise E-requisition for and payment of materials to be procured.
Raise vouchers for all payments using appropriate chart of accounts.
Coordination of common premises/services cost-recovery arrangements.
Maintain records of all items purchased for the office and major maintenance
Coordinate with relevant staff on status/condition of water, fuel and electricity and liaise with relevant suppliers.
Ensure timely maintenance and servicing of the generators and other equipment within the compounds.
Follow-up and ensure that repairs and maintenance of rooms, houses and facilities are done in prompt manner – electrical, plumbing, A/Cs repairs and carpentry so as not to inconvenience residents.
Registering new guests and filing of guest registration forms are properly maintained.
Briefing of new incoming long-term/short-term residents on existing guest house policies.
Assist the Residential Compound Manager in logistical and procurement requirements.
Monitor daily attendance and prepare monthly attendance of guest house staff.
Supervising housing compounds staff and ensure satisfactory performance of their respective duties.
Implement minimum service standards for guest house daily operations.
Liaise with relevant staff in UNDP Operations units on issues concerning housing compound.
Supervision of cleaning services.
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
Provides support to proper supply and assets management, focusing on achievement of the following results
Coordination of assets management in the CO, timely preparation, and submission of periodic inventory reports.
Coordination of the provision of reliable and quality office supplies
Assist the OM in setting up assets management procedures in the CO
Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users
Tagging all furniture/equipment upon receipt from the supplier. Update non-expendable property inventory record and track movement of furniture piece
Entry in ATLAS of all the requisite asset management information
Capitalization” of appropriate items in accordance with UNDP’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant BSB “CAP” and “NONCAP” profiles
Utilization of the ATLAS Management Module, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” item, in accordance with UNDP’s policies and procedures and in compliance with IPSAS.
Support to the management on physical assets disposal Review of assets and recommendation of physical assets for disposal.
Documentation preparation for submission to CAP, follow up on request and liaise with requesting unit and maintenance for disposal action and entry in Atlas of all the requisite details for recording disposals oversight of disposal of items and accuracy of inventory data
Assist in the reconstruction of annual physical inventory verification exercise to ensure accuracy of records and location of property. Ensure that managers sign off on the physical count and correctness of the inventory system database
Preparation , certification, and timely submission of inventory reports
Identification of problem areas in the inventory system, input and conversion of data entered the system and maintenance of the system and corrective actions taken to ensure reliability of information retrieved from the system
Ensures effective administrative and financial control in the office, focusing on achievement of the following results
Maintenance of administrative control records such as guest files, fuel record, generators maintenance schedule and direct request for payments and other expenditures files.
Raise E-requisition for and payment of materials to be procured.
Coordination of common premises/services cost-recovery arrangements.
Maintain records of all items purchased in the guest house and major maintenance
Ensures proper Common Services, focusing on achievement of the following result:
Maintenance of compound common services space management to ensure integrated activities on common services and implementation of the UN reform.
Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
Training of staff in the compound on the administrative procedures.
Briefing to staff members on issues relating to area of work.
Sound contributions to knowledge networks and communities of practices
Functions / Key Result Expected
Within the delegated authority and under the supervision of the Administrative Analyst her designated – Residential compound associate will perform the following tasks:
• Implementation of operational strategies
• Efficient administrative support services
• Support to supply and assets management
• Support to administrative and common services
Support to knowledge building and knowledge sharing
Reconciliation of rental accounts
Competencies
Achieve Results:
LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
Think Innovatively:
LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously
LEVEL 2: Go outside comfort zone, learn from others and support their learning
Adapt with Agility
LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
Communication
LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
Engage and Partner
LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion
LEVEL 2: Facilitate conversations to bridge differences, considers in decision making
Cross-Functional & Technical competencies (insert up to 7 competencies)
Cross functional:
Business Management
Customer Satisfaction/Client Management
Ability to respond timely and appropriately with a sense of urgency and 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.
Technical: Administration & Operations
Inventory management
Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold
Technical: 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
Technical: Administration & Operations
Lease management
Ability to perform business case analysis to enter into an agreement with owners, governments, and sister UN agencies, collect leasehold data for each location and maintain the global premises database; administer RFA
Cross functional: Business management
Communication
Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication
Cross functional: Business direction and strategy
Strategic thinking
Ability to develop effective strategies and prioritised plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities, linking the vision to reality on the ground, and creating tangible solutions
Cross functional: Business direction and strategy
Negotiation and influence
Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and creates win-win situations
Required Skills and Experience
Education:
Secondary School certificate is required and University Degree in Business / Public Administration or any other relevant degree is an added advantage
Experience:
At least 5 years of proven experience in facilities management, administrations, logistic and assets management.
Good knowledge of operational strategies and account reconciliation
Working experience in post-conflict countries.
Local working experience or engagement with various levels of clients in South Sudan is preferred.
Knowledge and experience in working with the UN, International Organization is an asset
Excellent writing skills including ability to adapt messages to diverse audiences
Proven skills in external communications and liaison and mobilization work with media and civil society
Ability to work on own initiative as well as a member of a team
Strong analytical skills
Ability to work quickly to meet deadlines
Proven ability to work under pressure with tight deadlines, delivers on time and within cost
Excellent communication, analytical and reporting skills.
Proficiency and proven experience in using Microsoft Office suite (e.g., Word, Excel, PowerPoint) is required.
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