Common Premises Associate

Organizational Context

The United Nations Development Programme (UNDP) in Bahrain manages the UN House, a shared facility hosting multiple UN entities. Following an optimization review, the role of Common Premises Associate was established to support the Common Premises Manager. This position is crucial for ensuring the smooth functioning of the UN House, overseeing its budget, financial management, security, maintenance, and coordination with government and UN agencies.

Job Purpose

The Common Premises Associate supports the management of the UN House in Bahrain, ensuring efficient and effective operations of common premises and services for all resident UN agencies. This role is vital for maintaining a functional, safe, and hygienic work environment, facilitating seamless daily operations. The Associate will assist in budget preparation, financial management, security coordination, space allocation, maintenance, and utilities management. Key contributions include ensuring cost-recovery mechanisms are in place, maintaining compliance with UNDP policies, and coordinating with other UN agencies to streamline operations and enhance efficiency. The role directly supports the UN House Custodian in upholding governance, compliance, and financial stewardship, contributing to the overall effectiveness of the UN presence in Bahrain.

Responsibilities

The Common Premises Associate provides essential support for the day-to-day management of the UN House, ensuring a functional, safe, and hygienic work environment. Responsibilities include supporting the delivery of common premises services such as cleaning, utilities, and maintenance, ensuring procurement and repairs align with policies and budgets. The role involves assisting in the development and implementation of operational strategies, governance frameworks, SOPs, and cost-recovery mechanisms for the UN House. This includes preparing work plans, budget estimates, and monitoring progress. The Associate will also support asset management, including inventory control and reporting, and assist in financial administration, such as budget preparation, payment requests, and reconciliation. Additionally, the role involves acting as a focal point for renovation works, coordinating with external vendors and government entities, and facilitating knowledge sharing on best practices in common services management.

Work Experience

A minimum of 7 years of experience in administration or program support services is required with a secondary education. This experience should include service delivery to multi-stakeholders. Alternatively, 4 years of relevant experience is required if holding a Bachelor's degree. Desired experience includes facilities management, asset management, and working with diverse stakeholders and UN agencies.

Skills

Proficiency in MS Office Suite (Word, Excel), advanced spreadsheet and database skills, experience with web-based management systems, operational and logistical management, stakeholder and supplier management, financial and administrative support, and knowledge of UN/UNDP policies and procedures.

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