Common Services Associate

Job Title: Common Services Associate

Organization: UNDP

Job Identification: 12732

Location: Ha Noi, Viet Nam

Apply Before: 08/15/2023, 07:59 PM

Job Schedule: Full time

Grade: G7

Vacancy Type: Temporary

Practice Area: Management

Bureau: Regional Bureau for Asia and the Pacific

Contract Duration: 364 days

Education & Work Experience: Bachelor's Degree - 4 year(s) experience OR High School certificate- 7 year(s) experience

Required Languages: English and Vietnamese

Vacancy Timeline: 2 Weeks

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.

Launched in early 2006, the Delivering as One (DaO) initiative in Viet Nam was the United Nations’ response to the Vietnamese Government’s call for a more effective UN. It was built focused on six pillars: One Plan, One Budget, One Leader, One Set of Management Practices, One Voice and the Green One UN House (GOUNH). 

The construction of the Green One UN House was fully supported by the Government of Viet Nam on the understanding that it would be an important enabler for the full implementation of the UN DaO initiative. Within this context, in May 2015 the GOUNH in Viet Nam was inaugurated by the UN Secretary General and Viet Nam’s Deputy Prime Minister/Minister of Foreign Affairs.

The Green One United Nations House (GOUNH) in Hanoi is housing 15 United Nations agencies, with around 430 UN staff, and is managed by the Common Back Office (CBO), which is a customer-centric and cost-effective UN common shared service unit, delivering services in the areas of ICT, Building and Facilities Management, Green One UN House Security and General Administrative Services through a one-stop shop system.

The Common Services Associate will play an important role in managing administrative and finance aspects of the Common Back Office (CBO) operations thus impacting the quality of services to CBO users and the ability of the United Nations in Vietnam in its endeavor to be flexible, nimble and effective.

Under the overall guidance and direct supervision of the Green One United Nations House (GOUNH) Common Back Office Manager (CBOM), the Common Services Associate (CSA) assists in the overall management of the GOUNH, administers and executes processes and transactions ensuring high quality and accuracy of work. The Common Services Associate promotes a client, quality and results-oriented approach.

The Common Services Associate works in close collaboration with the members of the CBO Management team, the OMT and relevant UN staff in the GOUNH to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Ensures implementation of the Common Back Office (CBO) operational strategies, focusing on achievement of the following results:

• Under the guidance of the CBOM, assist UN agencies and staff in full adherence and implementation of the Memorandum of Understanding (MoU) on the occupation of the common premises and the use of the common services. 
• Full compliance of administrative and procurement activities with UNDP rules and policies.
• Provision of inputs to the GOUNH administrative business processes mapping and elaborate/review/monitor the implementation of the internal standard operating procedures (SOPs);
• Preparation of administrative team results-oriented Budget workplans.
• Coordination of Client surveys and surveys for organization of the services.
• Coordination with local authority on services to the GOUNH and other administrative matters.
• Organization of GOUNH procurement related processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
• Monitoring of CBO staff HR contracts managed by UNDP including initiating hiring, extension and termination. 
• Actively review services under Common Service and provide technical advice and ways forward to enhance cost efficiency and effectiveness.

Management of GOUNH assets and consumables focusing on achievement of the following results:

• Ensures all assets are managed in accordance to approved rules and regulations.
• maintenance of proper record of all GOUNH assets under CBO responsibility and coordination of the annual physical verification of assets and reports to the CBO Manager and UN agencies on verification of assets.
• Ensure that quality offices supplies and consumables for GOUNH are procured and positioned timely.
• Prepare in close collaboration with technical areas the GOUNH asset replacement plan and the capital investment.

Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

• Provision of quality review of regular financial reports, and work with relevant UNDP staff.
• Ensures requisitions and payment are raised in timely in the UN financial management system ‘QUANTUM’.
• Coordination of invoicing and cost-recovery pertaining to common premises/services contributions and use of services.
• Maintenance of administrative control records such as commitments and expenditures; Proper control of supporting documents of funds and activities.

Ensures proper coordination of administrative back-office functions by providing effective coordination, guidance and supervision of the service desk, protocol, service desk and receptionist services delivery, processes and staff:

• Provide supervision and guidance to protocol, registry and Service Desk services delivery and processes.
• Together with the technical units (ICT, Facilities Management) monitor and manage performance of outsourced services procured under Common Services funding and ensure timely procurement/contract renewal and extension supports.
• Assist the ICT and Facilities Management in gathering and coordinating workplans, maintenance plans and budget.

Contribute to the advancement of a common business operations strategy and the Efficiency Agenda for the UN in Vietnam:

• Continuous improvement of business processes to enhance efficiency and effectiveness.
• Monitoring and data collection in assigned service areas.
• Support to common operations planning and management.
• Sound contributions to knowledge networks and communities of practice.

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:

Administration & Operations  

• Assets management: Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module, develop supporting tools for assets certification and further enhancements;      
• Documents and records management : Overall document (hard or electronic) management; registry and retention policy including storing and archiving
•  Insurance management  : Knowledge of policy and procedures on insurance; ability to conduct risk assessment to procure coverage; to ensure relevant tracking and reporting

Finance

• Budget management : Ability to support budgetary aspects of work planning process, drawing and management of team budgets
• Financial reporting and analysis: Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. 

Procurement           

• Procurement management : The ability to acquire goods, services or works from an outside external source 

 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
   

Required Skills and Experience 

Education:

• Secondary education is required.
• University Degree in Business Administration, Management or International Relations or equivalent field will be given due consideration, but it is not a requirement.
• Certification in Procurement is an asset. 

Experience:

• Minimum of 7 years (with High school diploma) or 4 years (with bachelor’s degree) of working experience in administration, procurement, HR, Finance or logistic service at the national or international level;
• Experiences at the national or international level in supervising staff is an asset.
• Previous administrative/operations experience with international or development organizations is an asset;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is desirable. 
• Experience in the use of an ERP system, such as ATLAS or Quantum or in handling of web-based management systems is an asset.
• Fluency in English and Vietnamese languages

Disclaimer 

Important information for US Permanent Residents ('Green Card' holders)  

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.  

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications. 

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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