Summary
Date Posted: Friday, August 07, 2020 , Base Salary: Not Disclosed

JOB DETAILS:
Background
There has been renewed interest in common services to improve coordination and coherence of representative offices of United Nations agencies at the national and regional levels and achieve cost savings in line with the UN Secretary General’s report on the repositioning of the United Nations Development System (UNDS). Against this backdrop of UNDS reform, it was established the Business Innovation Group (BIG) to reaffirm UN agencies commitment to increasing in value for money in the UN system through transformational change in management of back office functions and putting emphasis on the importance of common services for the streamlining operating practices. Indeed, it is expected that the establishment of common services will reduce the internal transaction costs, improve the quality of programme delivery while increasing savings over externally sources goods and services. It is a critical enabler for effective delivery of UN development programmes by the UN country Team (UNCT).
In so doing, the first step is to set-up systems and mobilize adequate resources to enable the UN leadership in Zambia restructure the project management of common services based on recommendations from audits and other UN agencies. The purpose of the restructuring is to help UNDP assure its leadership role in ensuring effective and timely reporting with increased traceability and accountability.
Due to the complexity of the Common Services and involvement of many UN Agencies in Zambia, it was seen as necessary to have a dedicated UN Construction and Facilities Management Analyst who will perform the functions of manage the overall facilities of the UN Common Services starting from the workplan, through the implementation, monitoring and reporting stages and also support the implementation of the Business Operations Strategy (BOS) spearheaded by the Operations Management Team (OMT).
Under the overall guidance of OMT Chair and the direct supervision of the Common Services Manager, the Construction and Facility Management Analyst will be responsible for maintenance management of the UN Common Premises in Zambia including contract management; daily management of the facilities and liaison for construction projects, repairs, refurbishments and other similar projects related to the building.
The Construction and Facility Management Analyst will plan, organize, and direct construction activities within the timeline specified for each project including detailed design and documentation, tendering, construction and supervision/quality assurance. In addition, S/he will manage all Common Premises facilities. The Construction and Facility Management Analyst will work in close collaboration with the operational personnel from UN agencies and UNDP operations as Administrative Agent. .

Duties and Responsibilities
• Oversee technical and administrative work in technical and general engineering activities related to construction and maintenance activities such as ground maintenance and accommodation;
• Implement projects, or parts of larger projects, relating to the construction or repair of buildings, facilities or related structures;
• Coordinate specific work projects with other units within the section;
• Oversee and evaluate work performed by contractors;
• Monitor and report on progress of engineering projects;
• Helps Engineering project team to apply sustainable/environmental design technics, during design development process;
• Co-ordinates Environmental Management System (EMS) related actions.
• Maintains high level data collection network and regularly reports EMS related achievements to senior management;
• Manages and controls energy efficiency of the facilities and promotes human behavior corrective actions within the mission;
• Supervise maintenance of all UN House and UN Annex building facilities;
• Supervise all assigned building maintenance, construction and engineering job requests and ensure the availability of resources to deliver quality services. Those works include: all carpentry, plumbing, masonry, sign making, and painting works done to UN House and UN Annex facilities;
• Perform regular building inspections of all UN House and UN Annex building facilities and prepare reports on repairs done and resources needed to carry out maintenance/repair work;
• Supervise the works assigned to the outsourced maintenance contractors to ensure efficiency and coordinate with the contractor’s staff to maximize productivity;
• Prepare necessary work and maintenance schedules, spreadsheets and presentations required during the work;
• Prepare scope of works for maintenance projects, minor engineering projects and service contracts;
• Prepare and process requisitions for supply of tools, engineering materials / spares for building management staff and maintenance of UN House and UN Annex facilities;
• Maintain inventory list of assets/items related to building maintenance always updated;
• Carry out technical evaluations for requisitioned materials for maintenance works and service contracts;
• Coordinate space allocation and relocation in UN House and UN Annex and make required changes and updates in shared space plan;
• Facilitate timely provision and preparation of space/rooms/venues for meetings, workshops and official functions; coordinate with focal persons in order to provide requirements for the functions;
• Supervise implementation of the services contracts/LTAs of the UN House and UN Annex related to services contracts and LTAs falling under his domain such as: fumigation, cleaning/housekeeping, firefighting system, gardening and garbage collection/removal;
• Plan and supervise quarterly disposal / removal of damaged items from the UN House and UN Annex;
• Monitor cleanliness of the UN House and UN Annex facilities, and promptly handle any deviations from the set requirements with the cleaning contractor;
• Effectively attend all incoming Service Requests and report back to the requestors; Maintain written records of SR completed, being part of monthly SR report;
• Coordinate substantive administrative activities related to his/her functional area;
• Raise requisitions, certify works completion, perform R&I function and initiate Payment Requests for the works completed for building management domain of the Un House and UN Annex;
• Maintain and monitor the status list of POs and Shopping Letters attributed to the building management area;
• Process all petty cash purchases, as directed by the Common Services Manager;
• Ensure effective supervision, guidance and training of staff;
• Develop and maintain procedures (e.g. internal reporting) and operational arrangements;
• Deputize for other Common Services staff during periods of their leave or unplanned absence;
• Promote health and safety awareness amongst all unit staff, implement safety control measures to all staff, provide safety equipment and gear to all unit tradesmen;
• Perform any other related tasks as may be required and assigned by Common Services Manager.

Competencies
Core
Innovation
• Ability to make new and useful ideas work
Drive for Results
• Results-oriented
Teamwork
• Ability to work in team
Communication
• Ability to listen, adapt, persuade and transform
Technical/Functional
Primary
Leading and supervising
• Ability lead and supervise
Analyzing
• Ability to analyze
Planning and Organizing
• Ability to plan
Deciding and Initiating action
• Ability to make decisions and initiate action
Apply technical expertise
• Ability to apply technical expertise
Secondary
Knowledge Management
• Ability to efficiently handle and share information and knowledge

Required Skills and Experience
Education:
• Bachelor’s degree in Civil Engineering or equivalent
Experience:
• At least 2 years of professional work experience at the national and/or international level in facilities management & civil engineering or other relevant areas including one year of experience in facility management;
• Experience with UN and UNDP procedures is a strong asset and distinct advantage. However, experience working with other international development organization could be considered;
Language Requirements:
• Fluency in written and spoken English is a must.

Job Education Requirements: Bachelor’s degree in Civil Engineering or equivalent

Job Experience Requirements: At least 2 years

Work Hours: 8

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Job application procedure
Disclaimer
Important applicant information
All posts in the SC categories are subject to local recruitment.
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.
Workforce diversity
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
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To apply please visit https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=32051&HRS_JO_PST_SEQ=1&hrs_site_id=2  

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