Saturday, May 17, 2008

Job Application for Manager, Office Relocations, Administrative Services Division, OFA/BOM - New York, UNITED STATES OF AMERICA

Background

Under the direct supervision of the Deputy Chief, ASD, the Office Relocations Manager (ORM) coordinates & manages the delivery of activities in support of mandatory relocations in ASD. In full compliance with corporate regulations, rules, procedures, systems & tools, the ORM promotes a client-focused, quality and results-oriented approach and works in close collaboration with UNDP & UN staff and business units at the Country Office (CO), Regional and Headquarters (HQ) level.

Duties and Responsibilities

Summary of key functions:

  • Implementation of operational strategies
  • Organization of relocation processes
  • Control of relocations
  • Provision of logistical services
  • Knowledge management

Ensures implementation of the operational strategies focusing on achievement of the following results:

  • Full compliance of relocation activities with UNDP rules, regulations, policies & procedures; & the implementation of the effective internal control.
  • Relocations business processes mapping, elaboration of the content of internal Standard Operating Procedures (SOPs) and analysis of cost & time saving strategies in consultations with the direct supervisor & office management.
  • Provision of researched information for formulation and implementation of relocation strategy in support of CO level activities.
  • Ensure effective communications for relocations/support, in particular, for managing stakeholder groups professionally.

Ensures organisation of relocation processes focusing on achievement of the following results:

  • Guide management, staff, project partners and stakeholders on the application, interpretation and adaptation of corporate rules, procedures, guidelines, systems and tools with respect to the implementation of office relocations.
  • Liaise with focal points in BOM, Regional Bureaux and the COs, in particular, the Deputy Resident Representative (Operations) or equivalent, as well as external actors as appropriate, to ensure that information on relocations is properly reflected/captured centrally.
  • Adopt an innovative & analytical approach to problem-solving, to include formulation of valid options for decision-making.

Ensures control of relocations focusing on achievement of the following results:

  • Assist in formulating targets & indicators to monitor, measure and evaluate overall project implementation and the achievement of time, quality and optimal services delivery outputs.
  • Monitor plans & budgets and report on progress, to include proactive management and line reporting of anticipated changes and recommended actions with valid options.
  • Prepare and oversee substantive and operational progress reports for the Deputy Chief, ASD.
  • Establish, maintain and update database capturing relevant data & information on relocations.

Ensures provision of logistical services focusing on achievement of the following results:

  • Function as the secretariat for any committees on relocations at the HQ level where ASD takes the lead, to include necessary transactional, data organisation/integrity and support/coordination roles.
  • In close consultations with internal BOM Units, in particular, the Procurement Support Office (PSO), the Legal Support Office (LSO), the Security Team (ST), the Office of Planning & Budgeting (OPB) and the Office of Finance & Administration Directorate (OFA/DIR), and the relevant Regional Bureau, identify and manage dependencies, issues and risks in achieving the following:
    - inputs to the COs on the preparation of the budget for the one-off and operating costs.

    - inputs to the CO in liaising with architects, contractors and service providers as well as other external actors such as the Government to ensure time bound, quality and optimal services delivery in the overall context implementing relocations.

    - inputs to the COs in negotiating, processing and settling lease agreements for office premises.

    - inputs to the COs in preparing, processing and issuing contractual documents for design and supervision works for office premises.

    - inputs to the COs in preparing, processing and issuing tender documents for the civil and MOSS compliance works as well as for internal renovation and refurbishment of office premises.

    - inputs to the COs in preparing, processing and issuing relevant documents to maintain and service office premises.

    - inputs to the COs in developing guidelines and standards for services to be provided by different vendors/service providers.

    - inputs to the CO in developing plans to implement handover/disposal requirements for former premises.
  • Initial screening of proposals from COs and other business units to facilitate prompt review of the business case and supporting documents by ASD.
  • Support ASD’s representation at HQ level fora on maintaining inter-Agency coordination on relocations.
  • Undertake missions to support relocation activities of business units in the field.
  • Perform other duties as required to achieve the objectives of this TOR.

Ensures knowledge management focusing on the achievement of the following results:

  • Guide COs and other business units during the process of premises selection and preparation of proposal(s).
  • Guide COs and other business units on utilization of standard documents, templates and tools such as Cost Benefit? Analysis, Lease Agreements, MOU, MOA, Letter of Interest form Agencies, etc.
  • Organization of briefings & trainings on relocations.
  • Document synthesis of lessons learnt and best practices.
  • Sound contributions to knowledge & management networks in consultation with the direct supervisor.

Competencies

Corporate Competencies:

  • Demonstrates commitment to UNDP's mission, vision and values.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Knowledge Management and Learning

  • Shares knowledge and experience.
  • Encourages office staff to share knowledge and contribute to UNDP practice areas.
  • Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills.

    Development and Operational Effectiveness
  • Demonstrates professional competence and mastery of subject matters.
  • Possesses strong analytical & negotiation skills.
  • Identifies priority activities and assignments and adjusting priorities as required.
  • Leverages highly effective networking skills in securing information and expertise.
  • Demonstrates openness to change and ability to manage complexities.
  • Ability to train and motivate staff and encourage team building.
  • Excellent writing skills; & ability to explain to CO staff easily.
  • Strong IT skills and good knowledge of relevant Atlas module.

Leadership & Self-Management

  • Identifies client's needs and matches them to appropriate solutions
  • Builds strong relationship with clients, focuses on impact and results for the clients and responds positively to feedback.
  • Consistently approaches work with energy and a positive, constructive attitude
  • Remains calm, in control and good humored even under pressure
  • Demonstrates openness to change
  • Responds positively to feedback and differing points of view

Required Skills and Experience

  • Masters in Business Administration, Public Administration, Finance, Economics, Architecture,Engineering or related field.
  • At least 5 years of progressive relevant experience at the managerial level in either public or private sector international organizations. Significant experience of managing projects to a successful conclusion, especially, property/construction projects in developing countries. Demonstrated ability in planning and managing office relocations advantageous. Sound knowledge of UNDP operational, administrative, and financial policies and procedures, rules and regulations desirable.
  • Fluency in English is required. Working knowledge of a second UN working language, namely, French and/or Arabic, would be an asset.
Click here for important information for US Permanent Residents ('Green Card' holders).

APPLY FOR JOB
http://jobs.undp.org/cj_apply.cfm?job_id=4917

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