Common Premises Analyst (open To Internal And External Applicants)

Organizational Context

The United Nations in Dili, Timor-Leste, operates a UN House to foster closer ties and a unified presence among UN entities. This initiative is part of the UN's Reform Programme. The Common Premises Unit, under UNDP's organizational structure, manages the UN House's operational activities and budgets, ensuring efficient service delivery to resident agencies.

Job Purpose

This role is crucial for the effective and satisfactory provision and maintenance of common premises, including administration and finance services, within the UN House in Dili. The Common Premises Analyst will ensure reliable and cost-effective common services by establishing service packages, developing standard operating procedures, and maintaining a business continuity plan. The position involves monitoring the operating environment, advising the Operations Management Team on administrative policies, and supervising common services sections. Additionally, the role focuses on efficient asset and financial resource management, including budget preparation, expenditure monitoring, and contract management for outsourced services, while fostering strong client relationships and facilitating knowledge building.

Responsibilities

The Common Premises Analyst is responsible for ensuring reliable and cost-effective common services, including establishing service packages, developing SOPs, and creating a business continuity plan. This involves monitoring the operational environment, providing advice on legal and risk considerations, and informing the Operations Management Team on administrative policies. The role includes supervising and coordinating ICT, Facilities Management, Security, and General Common Services sections, preparing annual work plans, and ensuring compliance with UNDSS guidelines. The analyst will support procurement of high-quality services and evaluate providers. Furthermore, the position entails efficient asset and financial management, including budget preparation, cost recovery systems, expenditure monitoring, and acting as a Certifying Officer. It also involves managing outsourced contracts, supporting asset management, and maintaining strong client relationships through regular reporting and ensuring service level agreements are met. Facilitating knowledge building and management by establishing service standards and synthesizing best practices is also key.

Work Experience

A Master's degree holder in a relevant field does not require prior professional work experience. However, candidates with a Bachelor's degree must possess a minimum of two years of national or international experience in technical and administrative roles related to building/facility management or office administration.

Skills

Strategic Thinking, Effective Decision Making, Knowledge Generation, Partnerships Management, Building/Facilities/Office Space Management, Lease Management, Emerging Partnerships, Project Management (construction), Computer and Office Software Proficiency (spreadsheets, databases, web-based systems), Procurement Process, Asset and Contract Management, Supervision and Coordination, Budget Preparation and Reporting, Monitoring and Implementation of Common Services Activities, Management of Long-Term Agreements (LTAs).

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