Administrative Associate (Building Maintenance Management), (G7, FTA)

at  United Nations Development Programme UNDP

Job Identification
17068
Locations
Copenhagen, Denmark
Posting Date
03/19/2024, 03:00 PM
Apply Before
04/03/2024, 10:59 PM
Job Schedule
Full time
Agency

REQUIRED SKILLS AND EXPERIENCE

Education:

• Secondary education is required .
• A University Degree in Engineering or an equivalent field will be given due consideration, but it is not a requirement.
• Certifications in facility management would be an advantage

Experience:

• A minimum of 7 years (with a high school diploma) or 4 years (with a bachelor’s degree) of relevant experience in facility management, building maintenance management, or administration is required.
• At least 4-7 years of work experience in building maintenance at the national or international level is an asset.
• Experience in and knowledge of building maintenance procedures and building structures is desired.
• Sound experience in supervising and managing teams is desired.
• Experience in project management, including complex ones, is desired.
• Experience in budget management is an asset.
• Experience in handling of web-based management systems, for example, Dalux, is desirable.
• Good knowledge of ERP systems (such as PeopleSoft or Oracle HCM Cloud) is desirable.

Language Requirements:

• Fluency in English is required.
• Fluency in Danish is required for local staff.

Disclaimer
Important applicant information
All posts in the GS categories are subject to local recruitment.
Only short-listed candidates will be notified.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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4. Support knowledge building and knowledge sharing in the team, focusing on achievement of the following results:

• Organization of training for the building maintenance staff on administration.
• Briefing staff members on general building maintenance matters; provision of advice and guidance
• Perform other administrative support, as required.
• Sound contributions to knowledge networks and communities of practice

• Ensures effective and efficient provision of building maintenance services, focusing on achievement of the following results:
• Develop, monitor and report on building maintenance workplan.
• Collect information and report on building performance.
• Propose and articulate service improvements.
• Identify and estimate impact of different building environment improvements.
• Coordination/supervision and monitoring of services provided by Contractors.
• Preparation of specifications and evaluation of bids.
• Plan and systemize maintenance schedules and physical improvement projects in the short and long term.

• Respond to emergency calls for maintenance.

  1. Provide support for effective administrative and financial control in the Building Maintenance Team, focusing on achievement of the following results:

• Assistance (provision of inputs) in the preparation of the building maintenance budget for the next year running cost.

• Assistance to maintenance of administrative control records such as commitments and expenditures.
• Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
• Assists in cost-benefit analysis of building maintenance services provided.
• Assist the Administrative Specialist in developing cost estimates for new services and building needs.
• Assistance in the preparation of budgets, audits and other reports.

1. Coordination and supervision of maintenance staff focusing on service performance in terms of quality and efficiency:

• Prepares individual’s work plans, career development and job-related training.

• Review and assess staff’s performance by conducting performance appraisal processes in consultation with the Administrative Specialist.

  1. Support knowledge building and knowledge sharing in the team, focusing on achievement of the following results:

• Organization of training for the building maintenance staff on administration.

• Briefing staff members on general building maintenance matters; provision of advice and guidance
• Perform other administrative support, as required.
• Sound contributions to knowledge networks and communities of practice.

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: to supervise Building Maintenance Team, Mail Services, Registry and Events Management, and receptionist.
Competencies
Core Competencies:

Achieve Results:

• LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.

Think Innovatively:

• LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.

Learn Continuously:

• LEVEL 2: Go outside comfort zone, learn from others and support their learning.

Adapt with Agility:

• LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.

Act with Determination:

• LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.

Engage and Partner:

• LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships

Enable Diversity and Inclusion:

• LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.

People Management:
UNDP People Management Competencies can be found in the dedicated site.
Cross-Functional & Technical competencies:

Business Management / Communicaiton:

• 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 Management / 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.

Business Management / Digital Awareness and Literacy:

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

Business Management / Operations Management:

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

Administration and Operations / Assets management:

• Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ERP, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.

Administration and Operations / Building, facilities & office space management:

• Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data.