Common Services Associate (open To All Applicants)

Organizational Context

The Common Services Associate role is within the UNDP country office in Luanda, Angola. This position is part of the Innovation & Effectiveness department and functions as the coordinating agency for Common Services. The role ensures efficient management of operational and logistical activities, including general administration, common premises, and services for UN Agencies, working closely with the Operations Management Team.

Job Purpose

The Common Services Associate is responsible for the effective and efficient management of operational and logistical activities related to general administration, common premises, and services provided to UN Agencies. This role supports the UNDP's function as the coordinating agency for Common Services. The Associate prepares budgets, monitors execution, manages cost recovery, and oversees office compound services. They collaborate closely with the Operations Management Team to ensure consistent service delivery and manage facilities, space, and client feedback. The position also involves supervising maintenance and reception staff, contributing to a safe, enabling, and cost-effective working environment within the UN Building.

Responsibilities

Key responsibilities include coordinating and administering common services, advising management, preparing and implementing the Annual Work Plan, and maintaining relevant documents and records. The role provides secretariat support to the Operations Management Team (OMT), ensuring quality control of standardized procedures and submitting regular business reports on service status and costs. Planning, budgeting, and reporting involve liaising with agencies for annual budget preparation, managing space allocations, preparing invoices, tracking expenditures, and reconciling supplier payments. Client services include monitoring feedback and improving service delivery based on tracked requests. Facilities and space management encompass overseeing renovations, cleaning, and maintenance, managing conference room reservations, and ensuring the optimal functioning of the UN building.

Work Experience

A minimum of 7 years of responsible experience in common services or operations administration is required with secondary education, or 4 years with a Bachelor's degree. Experience should preferably be in a multi-agency or multi-tenant office environment. Experience in facilities and space management, client service management, using computer software (MS Word, Excel), preparing reports, and handling web-based management systems is necessary. Experience with ERP systems is an asset.

Skills

Business Acumen, Effective Decision Making, Risk Management, Customer Satisfaction, Contributions Management, Analytical Skills, Communication Skills, Coordination Skills, Interpersonal Skills, Team Spirit.

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