Administrative Associate (Premises and Facilities Management) at UNDP

The UNDP Innovation Center is a cutting-edge facility located in Lagos, Nigeria, designed to foster innovation, creativity, and entrepreneurship. This bespoke space serves as a hub for innovators, entrepreneurs, policy makers and development partners to collaborate, co-create and scale innovative solutions to development challenges, and solve complex development challenges at scale. The Innovation Center hosts the timbuktoo Fintech Hub and provides office space to the UN Resident Coordinator and UNDSS.

Duties And Responsibilities

Summary of Key Functions:
 

• Supervision of outsourced service providers personnel in ensuring that quality services are delivered in a professional and timely manner within contractual SLAs.
• Coordination of Facilities Management & Building Maintenance services, External cleaning/gardening and public mains utilities – Electricity, portable water supply, Solid & Liquid Waste management including refuse collection and disposal.
• Coordinate and Maintain an Overview of the Premises Related Services/activities through timely administrative support to ensure a safe & secure, well-kept conducive, functional and professional work environment befitting of UNDP as an international organization.
• Coordinating visitors management;.
• Tracking and coordinating approved modifications/changes on building fabrics and spaces.
• Promote Green Building efficiency agenda.
• Provide inputs for Premises budget and operations.
  
   

Specific Functions/Results Expected
 

• Supervision of outsourced service providers personnel in ensuring that quality services are delivered in a professional and timely manner within contractual SLAs.
• Daily ensure that all offices spaces within the Lagos Sub-Office are always in a clean, sanitary and conducive work environment.
• Ensure that all SLAs in Service provider’s contract are satisfactorily implemented and expected deliverables are achieved.
• Ensure that daily check-list of service provider’s duties and routines are monitored.
• Maintain an attendance and movement register for outsourced service provider’s personnel to ensure that agreed daily arrival time for duty and number of daily work hours are monitored and regulated.
• Provide a secretariat and technical support to the Development Partner Group on Tax or Public Finance Management.
• Coordination of Facilities Management & Building Maintenance services:
• Support the Head of Sub-Office in establishing and implementing a systematic facilities maintenance plan comprising routine preventive maintenance, pre-emptive maintenance, corrective maintenance, and adaptive maintenance.
• Streamline routine maintenance with life-cycle requirements to ensure continuity of operations and minimum expenditure on asset replacement and (ii) repair in accordance with manufacturer and installer guidelines.
• Provide high-quality inputs and technical advice to the Head of Sub-Office in the implementation of facilities management and building maintenance services.
• Support the Head of Lagos Sub-Office in implementing Facilities Management tasks and other specific services as enlisted below:
• Maintenance of all Air Conditioning Systems in all buildings within the premises.
• Maintenance of all Electrical & Low Voltage Facilities/Equipment in all buildings and the external areas within the premises;
• Maintenance of others Electro-Mechanical & Carpentry Facilities and other Premises related equipment within the Lagos Sub-Office;
• Maintenance of the Fire Prevention facilities in all buildings within the premises;
• Maintenance, Fuelling and Operation of the back-up Generators and the Switch Gears and Electricity Power Control Panels;
• Maintenance of the Mechanical, HVAC, Water, Sanitary Facilities, Plumbing and Drainage in all buildings and external within the premises;
• Health Safety and Environment for the Services above.
• Continuously review and identify opportunities for innovation and cost reduction initiatives that will result in cost savings and improve service delivery & office premises management and recommend options for revision and implementation of best practices and procedures.
• Revise from time to time, the internal operating procedures for premises and services management with a view to aligning them with global best practices, preventive maintenance works, site development and construction, out-sourcing and contracting, and cost-saving & reduction strategies.
• Coordinate and Maintain an Overview of the Premises Related Services/activities through timely administrative support to ensure a safe & secure, well-kept conducive, functional and professional work environment befitting of UNDP as an international organization focusing on achievements of the following results:
• Provide effective response to general and specialized work.
• Assign work to general services staff to meet functional requirements.
• Monitor work of outsourced contractors/suppliers.
• Complete job order for interior and exterior of common areas.
• Take proactive steps for maintenance of equipment and facilities in UN House.
• Process certification & payment of invoices in respect of: public utilities supplied to UNDP Lagos sub-office from the public mains; and Fees to outsourced service providers pertaining to premises related services etc.
• Provide quarterly reports to the Head of UNDP Innovation Centre Lagos, highlighting key issues of interest and recommendations where necessary for improving the quality of the Office premises and services.
  
   

Competencies

Professionalism
 

• Knowledge of the UN rules and standards of assets management and operations (transportation).
• Demonstrated ability to apply good judgment in the context of assignments given.
• 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 inclusive perspectives and ensuring the equal participation of women and men in all areas of work.
  
   

Planning And Organizing
 

• Develops clear goals that are consistent with agreed strategies;
• Identifies priority activities and assignments for assets management, protocol and transportation for office operation;
• Adjusts priorities as required; allocates appropriate amount of time and resources for completing work;
• Foresees risks and allows for contingencies when planning;
• Monitors and adjusts procurement plans and actions as necessary;
• Uses time efficiently.
  
   

Client Orientation
 

• Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view;
• Establishes and maintains productive partnerships with clients by gaining their trust and respect;
• Identifies clients’ needs and matches them to appropriate solutions;
• Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems;
• Keeps clients informed of progress or setbacks in projects;
• Meets timeline for delivery of products or services to client.

Education

Required Skills and Experience

• Secondary Education is required.
• A Bachelor’s degree in Management, Engineering (Electrical, Mechanical, Civil), Estate Management, Environmental Management, Project Management or a closely related field.

Experience

• A minimum of five (5) years of progressively responsible professional experience in protocol procedures and assets management and/or other directly related technical fields is required.
• Strong experience in operation logistics, including transportation arrangements, and assets management and management of the inventory of goods are required.
• Experience working with Enterprise Resource Planning (ERP) systems such as SAP and the UN Umoja system is required.
• Experience in emergency response from the office administration and operations is an advantage.
• Experience working in assets management and operations in support of a UN field operation (inclusive of peacekeeping operations, special political missions, agencies, funds and programmes), or other similar international organizations is desirable.