Common Premises Associate at UNDP

Manama, Capital Governorate, Bahrain -

Full Time

Start Date

Immediate

Expiry Date

05 Sep, 26

Salary

0.0

Posted On

07 Jun, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Facilities Management, Budget Preparation, Financial Management, Asset Management, Procurement, Stakeholder Coordination, Administrative Support, Compliance, Contract Management, Inventory Control, Reporting, Office Space Allocation

Industry

International Affairs

Description

Tiered Approach In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby: * Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026. * Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments * Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers * Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply. Background UNDP is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks. UNDP is the leading United Nations organization in fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at UNDP. The United Nations Development Programme (UNDP) Country Office in the Kingdom of Bahrain operates within the context of a high-income, net-contributing country, where UNDP engagement is fully funded through government cost-sharing and aligned with national development priorities. Bahrain is implementing an ambitious national reform agenda under Bahrain Vision 2030 and the Government Programme (2023–2026). UNDP Bahrain’s programme is guided by the Country Programme Document (CPD) 2025–2029, approved by the UNDP Executive Board in January 2025, and is fully aligned with the United Nations Sustainable Development Cooperation Framework (UNSDCF) 2025–2029. The UN House in Bahrain represents the plot of land and 2 buildings allocated by the Government of Bahrain to the United Nations. It is currently hosting 6 resident entities (UNhabitat, RCO, UNIC, WMO, UNFPA, and UNDP). Following the UN Development System reform in 2019 UNDP has been formally requested by the Government of Bahrain to manage the UN House budget and the management and custodianship of the UN House in Bahrain. Following the Optimization Review of 2025, the function of Common Premises Manager was found necessary to lead on several responsibilities scattered among UNDP staff. Common Premises Manager serves as the designated UN House Custodian, responsible for governance, compliance, financial stewardship, renovation oversight, and coordination with Government and UN entities. Under the guidance and direct supervision of UNDP Resident Representative, the Common Premises Associate will be support in managing all aspects of Common Premises and Common Service to ensure the smooth functioning of the UN House. The includes budget preparation, financial management, security coordination, office space allocation, maintenance and repairs, cleaning and janitorial services, utilities management as well as day to day management of common services to ensure efficient, responsive services to all resident agencies. The incumbent will also ensure proper cost-recovery mechanisms, maintain compliance with UNDP policies on common services, and coordinate with other UN agencies to streamline operations and improve efficiency. Duties and Responsibilities The principal responsibilities of the Common Premises Associate are the following: supporting planning, implementation and managerial oversight of the functional areas ensuring consistent service delivery. The incumbent establishes methods to maximize performance and demonstrates capacity for innovative and effective performance, with a view to standardize the services and follow up on cost recovery policy. Major functions include: * Effective and efficient support to the management of UN premises and services ensuring all operational strategies focusing on the following results: * Support as the UN House Custodian on behalf of the UN Development System, establishing and enforcing UN House governance frameworks, SOPs, cost-recovery mechanisms, and joint accountability arrangements with the UNDP Resident Representative, RCO, UNCT and OMT, in line with UNDP corporate policies and optimization review recommendations. * Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies. * Ensure the provisions on Memorandum of Understanding (MoU) on Occupancy and Use of Common Premises and Services are faithfully observed by participating agencies. * Develop systems and internal operating procedures for premises and services management, preventive maintenance works, site development and construction, out-sourcing and contracting, and cost-saving and reduction strategies for consideration by the OMT. * Prepare result-oriented work plans, strategies, actions and budget estimates of common services in consultation with UNDP Resident Representative and the OMT for further approval by United Nations Country Team (UNCT). * Ensure proper and complete documentation and application of the UNCT approved decisions, plans, budgets, and provides timely follow up on all contributions from participating agencies. * Ensure implementation of the approved workplans, regular monitoring and reporting to the UNDP Resident Representative, the OMT on progress. * Clear and review all UN common premises related renovation and refurbishment proposals of participating agencies for OMT action. * Network with regional common premises management and services experts on various technical and country issues pertaining to UN House premises management and services and follow-up with members of OM * Ensure effective and efficient provision of administrative support services, focusing on achievement of the following results: * Support the overall day-to-day management of UN House premises and services for a functional, safe and hygienic work environment to ensure non-interruptible working condition for all personnel located in UN House * Support the smooth and efficient delivery of common premises services, including cleaning, electrical, mechanical, telephone exchange, heating and utilities, equipment, garbage disposal, power generation, grounds maintenance and other services and facilities, while warranting that the procurement, maintenance and repair of building facilities, and equipment and supplies are in accordance with budgetary allotments and established procurement policies, procedures, rules and regulations. * Support the common premises management and services-related policy discussions, ensures that they are consistent with UN/UNDP policies or procedures. * Identify opportunities for innovation that would improve common premises management and services and develop options for revision and implementation of practices and procedures. * Alert UNDP Resident Representative and OMT Chair in advance on potential problems, identify and suggests remedy options or solutions. * Act as a focal person to maintain all original hard and soft copies for all common premises and services related documents and ensures the filing and archiving system are in place following the UN/UNDP policy and procedures. * Maintain contact lists of the diplomatic services department of the Ministry of Foreign Affairs and external vendors on UN House premises management and services -issues. * Prepare correspondence, evaluation reports and/or justifications, as required, for general common services tasks which may be of a confidential nature within assigned area of responsibility. * Serve as the focal point with the Ministry of Foreign Affairs and Ministry of Works for all UN House capital renovation and refurbishment works, including the main UN House building. * Act as UNDP and UNCT focal point for the Government-contracted UN House maintenance company. * Support supply/inventory and assets management of common projects focusing on achievement of the following result: * Act as the property custodian of procured and donated common assets in the premises and ensures an accurate preparation and submission of periodic inventory report to UNDP HQ, conducts physical count as per IPSAS requirements * Recommend replacement/disposal of common equipment and supplies. * Conduct acquisition and distribution of quality common services supplies * Collaborate with UNDP Asset Verification Coordinator physical verification of supply, inventory and assets records against common assets, supply and inventory records * Ensure all necessary actions taken in complete and accurate and timely manner, as UN House asset custodian. * Prepares and submits annual common asset management report to the OMT. * Provides full support to the procurement to common procurement actions. * Support effective administrative and financial control of UN House budget, focusing on achievement of the following results: * Work closely with UNDP Bahrain Finance to plan and prepares budget for UN common premises management and common services with close consultation with UNDP Resident Representative and collaboration with UN OMT * In coordination with UNDP Bahrain Finance, establishes UN common budget in Quantum and timely accurate maintenance (entry of revisions/amendments) as approved by UNCT. * Support management, monitoring and reconciliation of the budget for UN common premises management. * Prepares payment requests for UN House expenditures with proper account records and maintenance of necessary budgetary control records. * Prepares debit notices and follows up the payment of contributions of participating agencies, including the issuance of billing statements on the use of common spaces. * Maintains an up-to-date and accurate record of receipts and disbursements and space occupancy of participating agencies. * Reviews, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with UNDP administrative rules and regulations; * Reviews of data integrity in the database, control program; analysis of results and initiation of corrective actions when necessary. * Reviews all contractual arrangements with suppliers of goods and services of common premises to ensure that the terms of conditions of all contracts are being adhered to by the suppliers of goods and services. Proposes to the supervisor any changes that may be required. * Provides all necessary information and reports for audit exercises. * Periodically report to the UNDP Resident Representative and OMT on the status of financial operations, specifically the quarterly and annual expenditure reports, including submit the common services budget to OMT and RCO for final decision by UNCT. * Ensures and support facilitation of knowledge building and knowledge sharing, focusing on achievement of the following results: * Researching and sharing best practice relating to Common Services management. * Sound contributions to knowledge networks and communities of practice. * Briefing to UN staff and personnel on general administrative matters pertaining to Common Services and UN House; provision of advice and administrative support in Common Services. * Dissemination of Common Services Best Practices in the country. * The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. Impact of Results The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of Information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country, facilitates subsequent action by a supervisor. The incumbent’s own initiative is decisive in results of work and timely finalization. Institutional Arrangement The Common Premises Manager works under the overall guidance and supervision of the UNDP Resident Representative and in close daily coordination with the UNDP Operations Manager (Senior Finance & Operations Associate), the RCO, and the UN Operations Management Team, serving as the UN House Custodian and primary focal point for Government counterparts, renovation works, maintenance contractors and UN agencies. Competencies Core Competencies * 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 – Level 1: 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 Direction and Strategy * System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system. * Negotiation and Influence: Reach a common understanding/agreement, persuade others, resolve points of difference through a dialogue, negotiate mutually acceptable solutions and create ‘win-win’ situations. 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. * Risk Management: Identify and organize action around reducing, mitigating and proactively managing risks. * Communication: Communicate in a clear, concise and unambiguous manner both through written and verbal communication; 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. Administration & 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. Please refer to the competency framework site [https://undp.sharepoint.com/teams/OHR/competency%20framework] for the entire list of competencies and further explanations Required Skills and Experience Min. Education Requirements * Secondary education is required; or * A first-level university degree (Bachelor’s degree) in Business or Public Administration will be given due consideration, but it is not a requirement. Min. Years of Relevant Work Experience * Minimum 7 years’ experience (secondary education) or 4 years’ experience (with Bachelor’s degree) in providing administration or programme support services, delivery of services to multi-stakeholders and/or relevant experience at the national or international level. Required Skills * Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages. * Experience in handling of web-based management systems. Desired Skills in Addition to the Competencies Covered in the Competencies Section * Experience in managing and overseeing operational and logistical activities, including facilities management, asset management, and administrative support. * Experience working closely with stakeholders and suppliers to manage the financial and logistical aspects of shared services. * Experience working with multiple and diverse stakeholders. * Experience in managing shared services such as office space, utilities, renovation works, and related. * Prior experience working with UN agencies, international NGOs, or public sector entities. Required Language(s) * Fluency in English and Arabic is required. Other Requirement(s) * Bahraini Nationals and non-Bahrainis with valid work and resident permit can apply. Professional Certificates * N.A. Equal opportunity As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all. Sexual harassment, exploitation, and abuse of authority UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. Right to select multiple candidates 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. Use of AI by candidates Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection [https://www.undp.org/careers/using-ai-responsibly-undp-recruitment-and-selection] Scam alert UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

Responsibilities

The Common Premises Associate supports the management of UN House premises, including budget preparation, facility maintenance, and security coordination. They serve as the focal point for government counterparts and ensure efficient common services for all resident agencies.