ADMINISTRATIVE ASSOCIATE

Background

United Nations in Bonn:The United Nations in Bonn consists of approximately 20 separate entities with a personnel complement of close to 1000. The UN entities are co-located in common premises in two different locations at the Rhine River. The high quality premises are provided by the Government of Germany. An on-going expansion of the main UN Campus will during the first half of 2013 lead to a consolidation of the presence with two thirds of the personnel based in one location. Additional expansions of the main UN Campus location will lead to further consolidation over the next several years. The common premises in Bonn are managed by UNV on behalf of the UN entities in Bonn and UNV does also manage the provision of premises related and other common services. To that end, UNV has established a Common Services Unit (CSU). The cost of the unit and the services provided are cost shared between the UN entities. United Nations Volunteers Programme:The United Nations Volunteers (UNV) programme is the UN organization that contributes to peace and development through volunteerism worldwide. Volunteerism is a powerful means of engaging people in tackling development challenges, and it can transform the pace and nature of development. Volunteerism benefits both society at large and the individual volunteer by strengthening trust, solidarity and reciprocity among citizens, and by purposefully creating opportunities for participation. UNV contributes to peace and development by advocating for recognition of volunteers, working with partners to integrate volunteerism into development programming, and mobilizing an increasing number and diversity of volunteers, including experienced UN volunteers, throughout the world. UNV embraces volunteerism as universal and inclusive, and recognizes volunteerism in its diversity as well as the values that sustain it: free will, commitment, engagement and solidarity. UNV is headquartered in Bonn, Germany and has approximately 150 staff positions – with the majority in Bonn and some positions with different UN peacekeeping and political missions, and in other Headquarters locations (e.g. New York and Tokyo). Organizational setting:The Common Services Unit has responsibility for the overall management of the UN Campus buildings and for services that are shared by a number of UN Agencies that are residing at the UN Campus in Bonn, which is approximately 1000 staff. The Unit’s main business objectives are the upkeep of business continuity at the Campus facilities and provision of client services in the area of building management, logistics, conference services, and shared ICT infrastructures. Under the guidance and supervision of the Chief, Common Services Unit, the incumbent independently manages the conference facilities including all conferencing equipment at the UN Campus in Bonn and collaborates with meeting organizers of client organization, ICT focal points, and the UN security team for the professional and effective provision of meeting space and facilities for UN meetings and conference at the UN Campus in Bonn for internal and external clients. The incumbent, furthermore, acts as focal point for security installations at the UN Campus in Bonn and coordinates system operation and maintenance matters in close liaison with the UN security team and responsible building contractors, leads the respective contract administration process.

Duties and Responsibilities

Summary of key functions: Effective management of the UNBONN conference facilities, including the management of contracts for technical support of services. Effective management of conference/meeting room booking system for UNBONN. Effective liaison concerning UN security systems operation and maintenance, including the management of contracts for technical support of services. Effective people management by ensure that all supervisees work to their full capacity by providing a supportive team environment, work plans and supervision as appropriate. 1. Ensures effective management of the UNBONN conference facilities: Manage and supervise the recurring preventive inspection and maintenance works for all conference technologies that are carried out by a specialized contractor. Ensure the operation and maintenance of audio visual, interpretation, and videoconference systems including dubbing of meeting sessions for clients, and managing relevant technical sub-contracts. Independently maintain relationship with the contractors for building maintenance on those building installation and other contractors that interact with and support the conferencing system. Ensure a professionalized delivery of conference facilities and related logistic services including the digital noticeboard/signage systems. Develop requirements for conference management related tender processes. Assist in the implementation of policies developed within the Conference Facilities Management framework. Assist the Common Services Manager in development , implementation and maintenance of respective se of Standard Operating Procedures. 2. Ensures effective management of the conference/meeting room booking system for UNBONN: Manage the operation and maintenance of an online conference room booking system to manage all conference and meeting rooms for UNBONN. Manage and oversee the booking request and liaison with meeting organizers, technical experts and caterer for the smooth delivery of conference facilities and related logistic services. 3. Ensures effective liaison concerning UN security systems operation and maintenance: Manage on a day-to-day basis the UN Bonn relationship with building maintenance contractor concerning the operation and maintenance of the camera surveillance, access control, public announcement, intercom systems. Manage and maintain specialized technical security systems such as VHF radio system, including managing technical sub-contracts. Support the UN security team and their contractor in the daily use of the security installations and provide user training as necessary. 4. Ensures effective people management: Coordinate and appraise the overall performance of the logistics and common services clerks to ensure the timely delivery of tasks in line with established procedures and with a view to achieving agreed results. Ensure all staff supervised are adequately equipped to undertake their work by identifying training needs and providing coaching and training to achieve high working standards. Undertake HR management processes, including the preparation and/or updating of job descriptions for recruitment and induction and training of new staff.

Competencies

Functional Competencies: Building Strategic Partnerships Analyzes general information and selects materials in support of partnership building initiatives Tracks and reports on mobilized resources Promoting Organizational Learning and Knowledge Sharing Researches best practices and poses new, more effective ways of doing things Documents innovative strategies and new approaches Identifies and communicates opportunities to promote learning and knowledge sharing Develops awareness of the various internal/external learning and knowledge-sharing resources Job Knowledge/Technical Expertise Understands the main processes and methods of work regarding to the position Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks Identifies new and better approaches to work processes and incorporates same in own work Strives to keep job knowledge up-to-date through self-directed study and other means of learning Demonstrates good knowledge of information technology and applies it in work assignments Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments Design and Implementation of Management Systems Uses information/databases/other management systems Provides inputs to the development of simple system components Makes recommendations related to work procedures and implementation of management systems Client Orientation Reports to internal and external clients in a timely and appropriate fashion Organizes and prioritizes work schedule to meet client needs and deadlines Establishes, builds and sustains effective relationships within the work unit and with internal and external clients Responds to client needs promptly Promoting Accountability and Results-Based Management Gathers and disseminates information on best practice in accountability and results-based management systems Prepares timely inputs to reports Maintains databases Core Competencies: Demonstrating/safeguarding ethics and integrity Demonstrate corporate knowledge and sound judgment Self-development, initiative-taking Acting as a team player and facilitating team work Facilitating and encouraging open communication in the team, communicating effectively Creating synergies through self-control Managing conflict Learning and sharing knowledge and encourage the learning of others Informed and transparent decision making

Required Skills and Experience

Education: Secondary education. Bachelor degree or a degree from “Fachhochschule – University of Applied Science” is desirable, but it is not a requirement. Formal training in the operation and maintenance of analogue and digital conferencing systems as well as security systems. Experience: Minimum 6 years of relevant working experience, including operation of audiovisual equipment, management of electronic hardware and software platforms, knowledge of Windows-based packages/applications. Work experience in contract management is required Experience in supervising staff is required. Language Requirements: Fluency in English and German.

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.