ADMINISTRATIVE AND FACILITIES SPECIALIST

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. Placing women's rights at the centre of all its efforts, the UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States' priorities and efforts, building effective partnerships with civil society and other relevant actors. The Division of Management and Administration is responsible for the planning, allocation and management of financial, human and administrative resources including information communications and technology, the effective and efficient delivery of essential operations services in UN Women, continuous development and improvement in operations, policies, and methods to align with UN Women and stakeholders' evolving business needs and advisory support to the Executive Director in the formulation and implementation of the UN Women overall mission, strategy and plans of actions. Under the direction and guidance of the Deputy Director Operations, Division of Management and Administration, the Administrative and Facilities Specialist leads a team and manages, on a day to day basis, premises and facilities services (including mail, registry, printing and distribution) for headquarters and provides critical support to both HQs and Country Offices on management and recording of assets.

Duties and Responsibilities

Under the overall leadership of the Deputy Director, Operations, the incumbent leads the Administrative and Facilities team in providing proactive and efficient services on premises and facilities management to Headquarters staff. The incumbent supports Country Offices on premises issues and on complex aspects of IPSAS transactions relating to facilities and assets. Summary of key functions and deliverables: Under the direction and guidance of the Deputy Director Operations, Division of Management and Administration, the Administrative and Facilities Specialist ensures that day-to-day operational services in the following areas are provided in a timely, accurate and professional manner: Headquarters: HQ Premises and Facilities Management: Allocation and maintenance of space; Initiating preliminary discussions on rentals and negotiations for new of premises/space; Maintenance of floor plans and management of all contractual obligations and agreements relating to HQ premises and facilities, including providing technical inputs to renewals of HQ premises and related facilities renewals; Responding to general maintenance requests from HQ staff. Management of Relocations: Focal point for coordinating premises renovation and relocations for HQ; coordinate with security to ensure compliance with MOSS; plan, organize and manage relocations, including cost estimation and analyses, development and executing of the relocations strategy and ensuring effective communications to affected stakeholders. Mail and Registry: Preservation and archiving of all official documents and records and all contractual obligations relating to documents management, including accountability and control procedures. Printing, Distribution, Archiving and Records Management: Managing document printing, mail, pouch and courier requirements; Managing all contractual obligations relating to printing and distribution. Country Offices: Provide expert technical support to all of UN Women, including Country Offices on premises issues and on complex aspects of IPSAS transactions relating to facilities and assets such as new construction, new leases, asset value adjustments, asset impairment and complex disposals. Impact of Results High quality premises, facilities management and support services in UN Women safeguards the organizations assets and provides a work environment that is conducive to a highly efficient and effective organization. Beneficial, costs effective, ethically and environmentally sound contractual arrangements and partnerships ensure economies of scale, value for money and client satisfaction. The quality of services provided by the Facilities and Management team impact directly on the image of UN Women and on the proper custody of UN Women resources.

Competencies

CORE VALUES / GUIDING PRINCIPLES: Integrity: Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct. Cultural Sensitivity/Valuing diversity: Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity. CORE COMPETENCIES: Ethics and Values: Promoting Ethics and Integrity / Creating Organizational Precedents Organizational Awareness: Building support and political acumen Developing and Empowering People / Coaching and Mentoring: Building staff competence, creating an environment of creativity and innovation Working in Teams: Building and promoting effective teams Communicating Information and Ideas: Creating and promoting enabling environment for open communication Self-management and Emotional intelligence: Creating an emotionally intelligent organization Conflict Management / Negotiating and Resolving Disagreements: Leveraging conflict in the interests of the organization & setting standards Knowledge Sharing / Continuous Learning: Sharing knowledge across the organization and building a culture of knowledge sharing and learning Appropriate and Transparent Decision Making: Fair and transparent decision making; calculated risk-taking FUNCTIONAL COMPETENCIES: Ability to work in a highly organized manner so as to be able to multi-task and prioritize; Ability to manage conflicting priorities. Ability to prepare budgets, cost benefit analyses and project/business plans. Ability to supervise and manage staff, operate under pressure and be highly organized so as to respond effectively to a multitude of clients and short term demands Ability to perform a broad range of specialized activities relating to facilities and office management. Sound knowledge of UN Women financial and procurement regulations and rules, policies and procedures. Knowledge of procurement techniques and practices; Successful completion of the Atlas Procurement Certification within 3 months of incumbency. Ability to establish and maintain productive partnerships with clients. Strong analytical skills and sound ethical judgment at all times. Thorough technical knowledge of ATLAS modules relating to assets management.

Required Skills and Experience

Education: Master’s degree or equivalent Experience: At least 5 years of relevant, progressively responsible experience, including experience in facilities or office/buildings management. Significant experience in managing projects to a successful completion, particularly property construction or renovations. Demonstrated ability in planning and managing successful office relocations. Sound knowledge of operational, administrative and financial policies, rules and regulations of UN Women would be a distinct advantage. Excellent communication and writing skills Language Requirements: Fluency in oral and written English required. Knowledge of another UN official language is an advantage. Note: In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment. All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

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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.