Common Premises Assistant

The Common Premises Assistant works under direct supervision of the Common Premises Manager and supports him/her with an effective and efficient execution of the common services and management of the premises outlined in the Memorandum. In particular he/she will be responsible for effective assistance with the financial management, administrative support related to the common premises, maintaining close cooperation with the UN agencies in the common premises.
The Common Premises Assistant promotes a client-oriented approach in his/her daily work. 

Effective assistance with financial management:
•    Support the CP Manager with development of the annual budgets and workplans by collecting required information;
•    Create annual budgets in the UNDP corporate system “Quantum”; 
•    Support the CP Manager with monitoring of annual budget utilization;
•    Prepare  expenditure reports in line with  with the approved budgets and workplans;
•    Ensure regular monitoring of the individual agency balances and expenditures;
•    Provide assistance to the agencies by delivering an up-to-date financial information about agency expenditures and balances.
•    Create e-requisitions and payment requests;
•    Ensure correct breakdown of donor funds as per approved budget and cost distribution in the payment requests and e-requisitions;
•    Ensure correct distribution of labor costs as per the approved budget and timely submission of the updated labor schedules to the UNDP HR Unit; 
•    Maintain internal expenditure control system by ensuring that processed vouchers are matched and completed, transactions are correctly recorded and posted in Quantum;
•    Ensure timely correction of unposted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers, incomes, reconciliations in Quantum;
•    Conduct budget revisions in the system when required;
•    Ensure accurate tracking records of financial documents submitted for VAT reimbursement purposes to the UNDP finance unit; 
•    Maintain close collaboration with the UNDP finance unit with regards to financial requirements such as meeting deadlines, compliance with established templates/formats, purchasing procedures, audits, provision of documentary evidence, etc.

Administrative support:
•    Provide assistance to the CP Manager in keeping close contacts with the local authorities and service providers by means of direct contacts, collection of information and proposals, drafting letters and organization of meetings;
•    Ensure an accurate maintenance of the archive data catalogue, including information about contracts, reports, etc.;
•    Research, retrieve statistical data, and extract other data from internal and external sources; prepare statistical charts, tables and reports;
•    Provide assistance to the CP manager in supervising the Registry staff and Buidling Maintenance Assistant;
•    Provide support with the annual physical inventory verification exercise by participating in the check of inventory records and location of property; 
•    Provide support with inventory disposal, prepare corresponding documentation;
•    Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of the reports to the CP Manager and other units in UNDP;
•    Assist the CP Manager with collection of specific information as required for OMT/UNCT meetings
•    Ensure effective backstop on all related activities during absence of the CP Manager;
•    Backstop the Registry staff when required; 
•    Other duties as assigned by CP Manager.
Procurement and contract management support:
•    Contribute to the development of the annual procurement plan for the common premises;
•    Assist with regular monitoring of the procurement plan implementation;
•    Support the CP Manager in conducting marketing research for the planned procurements and ensure an accurate collection and systematization of information about potential suppliers of services/goods;
•    Provide support to organization of procurement processes, including preparation of ToRs for low-value purchases and preparation of the canvass forms; 
•    Participate in evaluation committees for the procurement activities;
•    Provide support with the effective contract management in accordance with UNDP rules and procedures;
•    Monitor execution of Purchase Orders and timely closure upon acceptance of services/goods in the system;
•    Assist the CP Manager with evaluation of vendor performance;
•    Collect information from suppliers for vendor profile creation;
•    Maintain close relationship with the UNDP Procurement unit;
Knowledge building and sharing:
•    Maintain regular exchange of information/experience, cross-learning and sharing results and good practices within the CP team;
•    Participate in trainings, webinars and sessions to deliver knowledge;
•    Provide 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.