Administrative Facility Assistant

Job Description

Background and Organizational ContextThe primary role of the United Nations Development Programme (UNDP) is to support country-led efforts to achieve the Sustainable Development Goals (SDGs). The work of UNDP in 170 countries around the world is anchored in diverse and effective partnerships, which are vital to our two critical roles at the country level: (a) as an integrator across policy, programmatic and organizational silos and (b) as an operational backbone for the United Nations and other partners.Saudi Arabia is witnessing economic prosperity and progress in all domains of socio-economic development, which produced tangible improvement in all human development indicators such as standard of living, health and education services, environmental conditions, and potential for comprehensive development. In April 2016, the Government of Saudi Arabia announced its Saudi Vision 2030 - an ambitious long-term development programme.Saudi Vision 2030 represents an ambitious blueprint with long-term goals and expectations. It is expressed in three themes of a vibrant society: a thriving economy and an ambitious nation. A review of the three themes and their underlying issues of national concern reveals a holistic approach to development that encompasses the three dimensions of sustainable development: the social, the economic, and the environment.The partnership between UNDP and Saudi Arabia covers vital sectors and areas which contribute to addressing the needs of Saudi society, including enhancement of the local capacity of different government institutions and support to policymaking and reporting. A wide set of under the scope of technical assistance is provided in order to assist the KSA departments in their reform processes.Position PurposeUnder the supervision of the Administrative Associate or Operations Manager, the Administrative Facility Assistant supports the overall management and control of expendable and non-expendable UNDP assets, assets disposal and renewal of inventory data, and executes processes and transactions, ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality, and results-oriented approach.The Administrative Assistant works in close collaboration with the Operations, Programme, and project teams in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.Key Duties And Accountabilities

• Implement operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality.

Example Of Duties

• Ensure full compliance of administrative management and inventory, ensuring that proper asset management is performed in adherence to UN/UNDP rules, regulations, policies and strategies and that inventory procedures are complied with in all CO units.
• Provide inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Support Assets Management.

Example Of Duties

• Receive, inspect and verify all incoming equipment, furniture and supplies and tag all furniture/equipment upon receipt from the supplier. Update non-expendable property inventory records and enter in ERP all the requisite asset management information. Schedule deliveries to users and track movement of furniture pieces.
• Capitalize appropriate items in accordance with UNDPs policies governing asset classes, estimated useful lives and elements of cost and the relevant Biennium Support Budget (BSB) Capitalized Assets (CAP) and Non-Capitalized Assets (NONCAP) profiles. Use the ERP, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation and to expense items in accordance with UNDPs policies and procedures to comply with IPSAS.
• Provide support to management on physical assets disposal. Prepare documentation for submission to CAP follow up on requests and liaise with requesting unit and maintain records on disposal actions and enter into ERP all the requisite details for recording disposals.
• Provide support to the annual physical inventory verification exercise by checking the accuracy of records and location of property.
• Research, retrieve statistical data, and extract other data from internal and external sources. Prepare statistical charts, tables and reports, including inventory reports as required. Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of the reports to head of the unit.
• Maintain the filing system to ensure safekeeping of confidential materials.
• Provide support for effective administrative and financial control in the country office.

Example Of Duties

• Assist in the preparation of the unit budget.
• Maintain administrative control records such as commitments and expenditures.
• Support knowledge building and sharing in the Country Office.

Example Of Duties

• Train staff engaged in the conduct of physical inventory.
• Provide sound contributions to knowledge networks and communities of practice.
• Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:

Example Of Duties

• Assist the Operations Manager, in consultation with the relevant experts on the technical and administrative work in the general engineering activities in the country office, related to construction and maintenance activities such as: ground maintenance, accommodation, etc.
• Implement projects, or parts of larger projects, relating to the construction or repair of buildings, facilities or related structures
• Assists in ensuring the coordination of work/building maintenance projects with other units within UN Building
• Monitors and reports to the OM and CO management as applicable, including for the purposes of budget management, on the work performed by relevant contractors and on the progress of engineering projects
• Coordination, support to and monitoring of shipments, events management, administrative surveys, transportation services and insurance, office space management, procurement of supplies etc. as applicable.
• Support with registration of staff, coordination with local authorities, on space and other administrative matters.
• Submission of information on administrative services provided for cost-recovery bills
• Assists the OM in the coordination of activities of either UN staff and/or contractors staff, including outsourcing type of contracts, and all related administrative work
• In line with UNHQ guidance, maintains awareness of actions related to the organizations environmental strategy, especially updates on Mission Wide Environmental Action Plan (MEAP)
• Supports relevant Operations colleagues in the Identification of resource requirements for his/her area of responsibility in connection with budget preparations
• Prepare and follow-up work orders for relevant facilities management projects
• Perform other duties as assigned management.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.Supervisory/Managerial Responsibilities: NoneRequirementsEducation

• Secondary education is required.
• University Degree in Business Administration, Public Administration, general management, facility management, project management, or an equivalent field will be given due consideration but is not a requirement.
• Certifications in Administration and Procurement are desirable.
• Part-qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.

Experience, Knowledge, And Skills

• Minimum of 5 years (with high school diploma) or 2 years (with bachelors degree) of relevant experience in administration or programme support services.
• Experience in the use of computers, office software (MS Word, Excel, etc.), database packages, and web-based management systems such as ERP.
• Knowledge of IPSAS and/or IFRS desirable.

Language Requirements

• Fluency in Arabic
• Fluency in English

Expected Demonstration of CompetenciesCoreAchieve ResultsLEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadlineThink InnovativelyLEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvementsLearn ContinuouslyLEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedbackAdapt with AgilityLEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexibleAct with Determination LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confidentEngage and PartnerLEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationshipsEnable Diversity and InclusionLEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discriminationCross-Functional & Technical competencies (insert up to 7 competencies) Business ManagementCustomer Satisfaction/Client Management

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers needs.
• Provide inputs to the development of customer service strategy.
• Look for ways to add value beyond clients immediate requests.
• Ability to anticipate clients upcoming needs and concerns.

Business ManagementOperations Management

• Ability to effectively plan, organize, and oversee the Organizations business processes in order to convert its assets into the best results in the most efficient manner.
• Knowledge of relevant concepts and mechanisms

Business ManagementCommunication

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication to tailor messages and choose communication methods depending on the audience
• Ability to manage communications internally and externally, through media, social media and other appropriate channels

Business ManagementWorking with Evidence and Data

• Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

Administration & OperationsAsset Management

• Knowledge of policy & procedures on PP&E ability to prepare financial statements on PP&E maintain Asset Management Module in ERP,
• perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information

Administration & OperationsInventory management

• Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above

Keyskills :
Asset Management Operations Management Inventory Management Business Management Communication

About Company

Propel Consult was established in 2009 in the Kingdom of Bahrain by Jamie Groom and Barry Prost to provide high quality recruitment and management consultancy services to employers in the Middle East. The company’s original focus was on the Construction & Engineering and Oil & Gas sectors. Due to client demand, this has grown to include the professional services disciplines of Banking & Finance, Legal, Technology and Human Resources.