Poste 1 : Premises Assistant (NPSA5)
Key Programme focus areas are: a) governance: constitutional review, rule of law and local governance structures and empowering women, youth and civil society; b) promoting inclusive economic growth: poverty reduction, decent work, food security, and the structural transformation of the economy through economic diversification, agricultural technology and value chain development and market support systems; c) climate change adaptation, disaster risk management and mitigation, preservation, and development of biodiversity; and d) health and social protection.
Under the guidance and supervision of the UNDP Administrative Associate, the UN Premises Assistant provides support to the Country Office for management of common premises operations, performing a variety of standard administrative processes, ensuring high quality and accuracy of work. The UN Premises Assistant promotes a client, quality and results-oriented approach.
The UN Premises Assistant works in close collaboration with the UNDP Operations and other UN agencies’ staff to exchange information and ensure consistent service delivery.
- Implementation of operational strategies and premises activities.
- Effective administrative and logistical services of UN Premises.
- Effective and efficient management of all third parties in relation to the UN premises.
- office and premises maintenance and inventory management.
1. Ensures implementation of operational strategies and premises activities, focusing on achievement of the following results:
- Full compliance of administrative and premises and building activities with UN/UNDP rules, regulations, policies and strategies.
- Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs) in relation to premises management.
2. Support to effective administrative and logistical services of UN Premises, focusing on achievement of the following results:
- Support to preparation of annual common premises budgets in a timely manner in consultation with supervisor and in liasion with other UN Agencies in the premises.
- Preparation of periodic invoices and follow-up with the contributing agencies for collection of contributions.
- Preparation of periodic progress report against the annual budget, and report on the challenges and obstacles preventing implementation of activities, if any.
- Preparation of perioidic expenditure reports against the annual premises budget with the support of Finance Team of the Country Office.
- Acting as the secretarty of the Premises Management Committee.
- Follow up on all the activities planned in the annual UN building budget and ensure implementation.
- Monitoring the performance of all the suppliers and service providers (security guards, cleaning, gardening, maintenance and repair services, etc.) in relation to the services related to the UN premises, and report any performance concern.
- Work closely with other agencies in the premises and ensure inputs and requests are actioned.
- Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments in relation to the UN premises (received/sent), preparation of all necessary documentation, implementation of follow-up actions.
- Performance of a General User role in Atlas and preparation of requisitions and receipts for General Services and UN premises activities.
- Preparation of requests for payment for General Services for UN Premises activities and obtain due approvals, and follow up to ensure timely action for payments.
- Maintenance of the filing system for UN Premises ensuring safekeeping of confidential materials.
- Extraction of data from various sources, retrieval of historical or other required data from internal and external sources; preparation of charts, tables and reports, as required by supervisor or Premises Management Committee.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to supervisor.
- Ensures compliance with security requirements of the premises, and report any concern or potential risk.
3. Support to effective and efficient management of all third parties in relation to the UN premises, focusing on achievement of the following results
- Contacts with suppliers and staff, arrangement of appointments and meetings, and taking minutes.
- Ensure all the contractors deliver their services as per the Terms of References of their contracts and in accordance with the UN code of conduct and ethics, and escalate incidents, in case of non-compliance.
- Ensure customer/supplier care and immediate and efficient resolution of any issue(s) or disagreement or misunderstanding that may affect relationship with contractors.
4. Support to office and premises maintenance and inventory management, focusing on achievement of the following results:
- Monitors and supervises adequate and optimal use of common premises. Ensures that services and maintenance of premises are in accordance with organizational standards.
- Maintenance of records on inventory management, preparation of reports.
- Maintenance of files and records relevant to office and premises maintenance.
- Maintenance of common premises facilities as per the annual budget, periodic maintenance plans and routine services, and the ad hoc decisions of the Premises Management Committee.
5. Support to knowledge building and knowledge sharing, focusing on achievement of the following results:
- Support and participation in the organization of training for the reletated staff on general administrative matters related to operations of the premises.
- Sound contributions to knowledge networks and communities practice.
Institucional Arrangement
The UN Premises Assistant works under the guidance and supervision of the UNDP Administrative Associate.
The key results have an impact on the efficiency of the Premises Management, the General Services Unit and hence the CO. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective operational backbone to the UN System.
Achieve Results:
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
Think Innovatively:
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
Learn Continuously:
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
Adapt with Agility:
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
Act with Determination:
LEVEL1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
Engage and Partner:
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
Enable Diversity and Inclusion:
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.
Cross-Functional & Technical competencies
- Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication.
- 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.
- Overall document (hard or electronic) management registry and retention policy including storing and archiving.
- Manage premises and facilities.
- Knowledge and understanding of building practices, services and materials.
- Ability to identify site defects, diagnose their cause and propose remedial action.
- 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
Education:
- Secondary education. Certification in administration desirable.
Experience:
- 5 years of relevant experience in administration and/or building/premises support service.
- Experience in periodic planning and budgeting for facilities or settings such as premises.
- Experience of implementing and monitoring formal reactive, planned and preventing maintenance programmes.
- Experience of managing contractors and suppliers carrying out repairs and maintenance works.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
- Experience in handling of web-based management systems.
Required skills
- Knowledge and understanding of requirements for premises, security issues, , services and materials.
- Knowledge and understanding of Microsoft Office 365– Word, Excel, Outlook, Teams, etc.
Desired skills:
- Dedication, ethics, integrity, meeting deadlines, multi-tasking, collaboration, communication.
- Knowledge and understanding of architectural drawings and specifications.
Required Language(s):
- Fluency in Portuguese is required.
- Working knowledge in English and/or French is required.
Professional Certificates:
- No specific certification is required. Any relevant certified training will be considered an asset.
- Implementation of HR strategies.
- Implementation of HR services.
- Support to staff career management and career development.
- Support to UN-related surveys.
- Support to knowledge building and knowledge sharing.
1. Ensures implementation of HR strategies focusing on achievement of the following results:
- Full compliance of HR processes and records with UN/UNDP rules, regulations, policies, and procedures.
- Input to the CO business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with the direct supervisor and office management.
2. Implements HR services focusing on achievement of the following results:
- Assist in the preparation of draft job descriptions recruitment strategies, and other recruitment documents, performing functions of Secretary in interview panels.
- Request the creation/update of positions in UNall, association of positions to chart fields (COAs), update of COA information, setting up vendor performing the functions of Admin.HR, Position.
- Administrator and Absence Processor in Atlas/Quantum. Preparation of contracts for staff, UNV, NPSA and IPSA holders.
- Tracking and assisting in all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments, and separations through UNall and ATLAS/Quantum.
- For UN Agencies administered by CO support and tracking of information related to positions, recruitment, benefits, and separations, following up and reviewing monthly payroll information.
- Ensure cost recovery for services provided by the HR unit to Programme and other UN agencies.
- Support in the management of the onboarding , orientation, and separation processes.
- Maintenance of the CO staffing table.
- Update of the CO rosters.
- Maintenance of paper and digital filing systems for HR records and documents.
3. Ensures proper staff performance management and career developmentfocusing on achievement of the following results:
- Support in tracking and monitoring the PMD completion rates.
- Issue monthly PMD status update.
- Provision of background information to TMRG.
- Provision of background information for drafting Whole Office Learning plan and individual learning plans.
4. Ensures conduct of UN-related surveys focusing on achievement of the following results:
- Collection of information and support to comprehensive and interim local salary, participation in the work of LSSC, hardship and place-to-place surveys.
5. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
- Participation in the trainings for the operations/projects staff on HR.
- Contribution to knowledge networks and communities of practice.
6. Any other duties as requested by direct supervisor.
Institutional Arrangement
Under the guidance of the Deputy Resident Representative (O) and the direct supervision of the Head of Human Resources Unit, the HR Assistant provides HR services ensuring high quality, accuracy, and consistency of work. The HR Assistant promotes a client-oriented and consistent with rules and regulations approach in the Unit.
Core
Achieve Results:
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
Think Innovatively:
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
Learn Continuously:
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
Adapt with Agility:
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
Act with Determination:
LEVEL1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
Engage and Partner:
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
Enable Diversity and Inclusion:
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.
Cross-Functional & Technical competencies
Business Development – Knowledge Generation
Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.
- Ability to animate individuals and communities of contributors to participate and share, particularly externally.
- Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailormessages and choose communication methods depending on the audience.
- Ability to manage communications internally and externally, through media, social media and other appropriate channels.
- Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding theirimpact and empowering others to use them as needed.
- Ability to design job roles to meet specific organizational objectives
- Knowledge of adult learning principles, instructional design, learning styles, and learning programmes delivery modalities; ability to identify and design effective learning paths, programmes and initiatives.
- High School diploma with a specialization in Business Management, Administration, Human Resources OR
- University degree (BA degree) in Human Resources, Management, Administration, public administration.
- Minimum 5 years with High School diploma education or 2 years with Bachelor’s degree of progressively responsible human resourcesexperience is required at the national or international.
Required skills
- Previous direct experience in the Human Resources in an International organization (UN, international NGOs, or corporate) or public organization is required.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
- Experience in the use of HR management platforms is required.
Desired skills:
- Experienced in HR Services/HR Management: Knowledge of onboarding of staff, maintenance of HR documentation and electronic record keeping, provision of HR advisory services, execute separation processes.
- Experience of familiarity with interpretation and application of UN/UNDP policies, rules and regulations is highly desirable.
- Experience or familiarity with HR operating and reporting systems, including experience in the use of an ERP system (e.g., OracleCloud, PeopleSoft, Quantum) is an added advantage.
- Fluency in Portuguese and local language is required.
- Good knowledge of English or French language is required.
Professional Certificates:
- Specialized certification in HR is highly desirable.
UNODC’s mission is to contribute to global peace and security, human rights and development by making the world safer from drugs, crime, corruption and terrorism.
The United Nations Office on Drugs and Crime (UNODC) serves as custodian, inter alia, of the UN Convention against Transnational Organized Crime (UNTOC, 2000) and of the UN Drug Control Conventions of 1961, 1971 and 1988, the United Nations Convention against Corruption (2003).
UNODC is the specialized organ of the UN Secretariat in charge of combating illicit drug trafficking and transnational organized crime.
The main themes that UNODC deals with are the following: Drug Trafficking, Organized Crime, Corruption, Criminal Justice, Prison Reform and Crime Prevention, Drug Prevention, Treatment and Care, Human Trafficking and Migrant Smuggling, Money Laundering, Wildlife crime and Cyber-crime, Piracy, Terrorism Prevention. As a result, it has developed a unique expertise and experience and is able to design and implement large programmes, be they national, regional or global.
UNODC has been present in West Africa for more than 25 years through its Regional Office for West and Central Africa (ROSEN), based in Dakar, which comprises around 150 staff spread across the region. UNODC operates across West Africa through its extensive network of field offices, which includes a programme office in Guinea-Bissau.
Since 2011, UNODC has been supporting national authorities in Guinea-Bissau in enhancing national response to drug trafficking, transnational organized crime, trafficking in persons, border control and illicit trafficking. UNODC has been cooperating closely with UNIOGBIS under several projects and initiatives in Guinea Bissau, such as the West Africa Costa Initiative under which the TCU was established, AIRCOP, the support to the Judicial Police on Drug and Human Trafficking, Maritime Crime, etc.
In Guinea Bissau, the negative impact of transnational organized crime, especially drug and human trafficking and related cross-cutting crimes, corruption and money laundering, has been recognized at the highest level by the authorities, and the fight against it has become a national priority. Therefore, considering the impact these crimes have in the development and stability of the country, as well as on the credibility and accountability of its institutions, the UN decided to support the national authorities to improve capacity for sustaining peace by supporting national actors in developing resilient national capacities and addressing conflict drivers that undermine social cohesion and that may lead to violent conflict. In this regard, UNODC and UNDP, combined their expertise for an integrated, coordinated approach in strengthening national capacities to address drug trafficking and organized crime during the United Nations reconfiguration in Guinea-Bissau. In this sense UNODC and UNDP are implementing a joint project “Strengthening the Justice and Security Sector response to drug trafficking and transnational organized crime to reduce insecurity in Guinea-Bissau”- Phase II- funded with Peace Building Funds. The overall goal of the project is to reduce Guinea-Bissau’s vulnerability to drug trafficking and organized crime and to diminish the negative impact of such crimes on the fragility and dependence of the country’s security institutions, rule of law and local communities, hence reducing a major source of the country’s cycle of instability.
The objective is to support Rule of Law and Security Institutions to effectively prevent, investigate and prosecute drug trafficking and transnational organized crime, reducing the country’s sources of fragility.
The priorities and activities identified within this project are the result of the continued interactions particularly through the Justice working group between UNDP, UNODC, IOM, UNIOGBIS-CDTOC and the national partners.
In that sense, UNODC is hiring a national programme Officer who will contribute to the implementation of the project activities, and to the programme planning, coordination, and execution of ROSEN/POGB to respond the current demands in this area at Guinea Bissau Office.
This position is located in the Programme Office in Guinea Bissau (POGNB) with duty station Bissau, which operates under the Regional Office for West and Central Africa (ROSEN) of the United Nations Office on Drugs and Crime (UNODC) in Dakar, Senegal. The incumbent will work under the direct supervision of the Regional Representative of ROSEN and and the direct supervision of the UNODC Programme Coordinator in Guinea Bissau. The incumbent will also liaise and cooperate closely with relevant substantive sections at ROSEN and at UNODC headquarters, especially the Division for Operations (DO), in Vienna.
Summary of key functions:
- Management of project activities
- Administrative and logistic services
- Office Maintenance
- Asset management support
- Strengthening and sharing of knowledge
1. Management of project activities
- Contribute to the timely implementation of planned activities as identified in the work plans and technically assist national partners to implementation of the project activities.
- Contribute to Develop Terms of reference for the procurement of technical services.
- Produce semi-annual, annual project progress reports (PPR) including financial reports and/or statements of account, mid-term review reports, which will include briefings on the lessons learnt.
- Contribute to the implementation, monitoring and evaluation of all UNODC activities related to the One UN programme and prepare relevant reports.
2. Administrative and Logistic Services
- Compiling and preparing briefing and presentation materials, speeches, background information and documentation for meetings and missions.
- Handle assigned correspondence and other administrative tasks, including creating electronic requests.
- Organizing travel and hotel reservations, preparing travel authorizations, processing visa applications, ID cards and other documents.
3. Office Maintenance
- Management of files and records related to office maintenance.
- Support in the maintenance of the premises and common services.
4. Asset management support
- Serve as the focal point in tracking asset management files.
5. Strengthening and sharing of knowledge
- Participation in training for operations and program staff.
- Strong contributions to knowledge networks and community practices.
Impact of Results
The expected impact of these results will be an added in management responsibilities to the following tasks:
- Assist the coordination, implementation, and monitoring of the UNODC activities under CDTOC PBF project phase II.
- Assist in preparing high quality briefing materials for the Programme Coordinator,
- Provide substantive review and analysis of key documentation for the Programme Coordinator, and provide advice and relevant background information, if needed.
- Organize, manage, and prepare materials for meetings with government, UN agencies and donors.
- Assist planning and organizing political and technical visits.
- Draft responses to correspondence, note-to-the file, as requested by the Programme Coordinator.
- Prepare background material and any other executive level support for reports, speeches, and presentations by the Programme Coordinator.
- Provide information necessary for making strategic decisions, requests, expenditure, and recommendations by the Programme Coordinator, according to agreed guidelines and policies.
- Liaise with the national counterparts and the key resource persons involved in the programme activities in Guinea Bissau to assess the priority needs.
- Assist in the preparation of annual work plans, and draft reporting.
Result Based Management
- Ability to manage programmes and projects with a focus at improved performance and demonstrable results.
Customer 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 client’s upcoming needs and concerns.
Project Management
- Ability to plan, organize, prioritize, and control resources, procedures and protocols to achieve specific goals.
Operations Management
- Ability Wo effectively plan, organize, and oversee the Organization’s business processes to convert its assets into the best results in the most efficient manner.
- Knowledge of relevant concepts and mechanisms.
Partnership Management
- Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts, and others in line with strategies and policies.
Communication
- 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.
- Integration within the UN
- Ability to identify, and integrate capacity and assets of the UN system, and engage in joint work; knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations.
- Advanced university degree in law, criminology, political sciences, international relations, or other related academic background; specialization in criminal issues is an asset.
- A First Level University Degree (License: Bac+3) in similar fields in combination with 5 years of qualifying experience may be accepted in lieu of the advance university degree.
- Knowledge and understanding of theories, concepts and approaches relevant to crime, drug and/or terrorism control and prevention issues.
- Knowledge of policies and practices in international drug control, as well as the mandates of the United Nations Office on Drug Control and Crime Prevention.
- Knowledge of and specialization in substantive and functional areas with very good research and analytical skills.
- Ability to identify and contribute to the solution of problems/issues.
- Knowledge of various research methodologies and sources, including electronic sources on the internet, intranet and other databases.
- Shows pride in work and in achievements;
- Demonstrates professional competence and mastery of subject matter;
- Is conscientious and efficient in meeting commitments, observing deadlines and achieving results;
- Is motivated by professional rather than personal concerns;
- Shows persistence when faced with difficult problems or challenges;
- Remains calm in stressful situations.
- Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Language Requirements:
- Fluency in Portuguese and English. Good knowledge of French is an advantage
