Team Leader, Common Services, Bonn, Germany

Organization: UNDP - United Nations Development Programme

Country: Germany

City: Bonn

Office: UN Campus Bonn

Closing date: Wednesday, 22 September 2021

Agency: UN Volunteers

Title: Team Leader, Common Services

Job ID: 39636

Practice Area - Job Family: Management

Vacancy End Date: (Midnight New York, USA) 22/09/2021

Duty Station: Bonn, Germany

Education & Work Experience: I-Master’s Level Degree - 7 year(s) experience

Languages: Required: Desired: English, German

Grade: NOD

Vacancy Type: FTA Local

Posting Type: External

Bureau: United Nations Volunteers

Contract Duration: 2 Year with possibility for extension

This position is open to German Nationals only.

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.

The United Nations Campus in Bonn is at present home to 20 UN organizations, agencies, and convention secretariats in their entirety referred to as UN Bonn. UNV, as the first UN agency with headquarters in Bonn, has been assigned the role of premises manager and common services for the UN system in Bonn. The Executive Coordinator of the United Nations Volunteers (UNV) has designated the UNV Director of Management Services (MS) to function as the premises manager who is supported in this role by the Common Services Unit (CSU).

The joint management of the UN premises and facilities, safety and security services, management of conference facilities, central ICT infrastructures, mail logistics, canteen and conference catering services, as well as support to interagency cooperation, system-wide surveys, common information provision, and liaising with German counterparts at various levels are on a day-to-day basis provided by the Common Services Unit (CSU), serving all UN Bonn agencies.

Under the overall guidance of the Executive Coordinator, and directly reporting to the Director of Management Services (MS), the Team Leader CSU plans, coordinates and oversees the work of the unit teams and the biannual common services budget and takes responsibility for the upkeep of business continuity at the Campus facilities and for the provision of high-class client services in the designated common service areas.

The Team Leader CSU interacts with senior administration and program staff of other UN organizations on matters pertaining to the agreed inter-agency activities and services, the use of the assigned office space, as well as regarding specific services that the individual organizations require. The Team Leader also acts as focal point for host government entities on matters pertaining to upkeep, operation and extension of the premises, and advises on requirements for future office space and facilities. He/she functions as the focal point within UN Bonn for all campus extension and renovation projects in an expanding UN Campus environment.

Additionally, the Team Leader CSU supervises the operations of the safety and security services on the UN premises in Bonn, and, as requested, provides support to the Executive Coordinator of UNV in his role as Designated Official (DO) for Germany within the UN Security Management System,

Duties and Responsibilities

Facilities and premises management

Support the premises manager in the management of the UN facilities in close coordination with the representatives of the host country (the Federal Foreign Office, the Federal Ministry of Environment) and the landlord (Federal Real Estate Agency, BImA) regarding the operational terms of the UN Campus premises agreement between the host government and the UN in Bonn;
Ensure the timely monitoring of conditions and appropriate operation of buildings and installations on the UN premises from the user end, and act to ensure proper working conditions for UN Bonn agencies‘ staff;
Liaise closely with host country representatives and contracted providers to ensure proper grounds and buildings upkeep and maintenance performed by them for UN Bonn;
Ensure performance and propose innovative solutions to enhance collaboration with outside contractors;
Manage allocation of office space to all UN organizations in UN Bonn in line with pertinent space standards;
Ensure that environmental sustainability is applied to works and projects as far as technically and economically feasible.

UN Bonn Conference Facilities management

Set up procedures to promote high utilization rate of the conference facilities, and ensure availability of expert advice to meeting organizers on room and technical set up;
Ensure that professional support for audiovisuals and videoconference services are available for UN Bonn agencies on a cost recovery basis;
Ensure the timely monitoring of conditions of conference technologies at the UN Campus; oversee the preparation of proposals for upgrade and modernization and lead related discussions with UN and German partners.

Personnel and financial resources management

Lead the unit’s work planning, ensuring appropriate reporting on results;
Manage the unit staff, including performance evaluations, and short-term consultants/staff, ensuring efficiency, team work, and flexible assignment of responsibilities to meet client demands;
Ensure that unit staff have the knowledge and systems required to carry out their responsibilities through regular individual consultations, periodic unit meetings, on-the-job and formal learning experiences;
Oversee the preparation and delivery of the biennial Common Services budget,

Manage the cost-recovery system for the services provided, and regularly report on budget performance, as well as on annual expenditures;
Ensure effective and efficient administration of funds provided by the Government of Germany in support of the UN premises and/or UN activities;
Provide administrative support and advisory services to UN Bonn interagency committees like the Committee of Common Operations Management and its other subordinated panels, as well as to the biannual meetings of the Representatives of Agency Forum for Germany.

Supervision of the UN Bonn security team, and support to the Designated Official for Germany

Oversee safety and security matters of the UN Bonn campus, and supervise the security team;
Oversee the implementation of campus security provisions (access control, screening procedures, issuance of badges, physical security and safety, fire safety) and of work processes of the UN Bonn security team;
Ensure collaboration with host-government counterparts concerning implementation of technical UN security standards for the building and compound as a whole; as well as on issues related to safety and security of staff and dependents of the UN Organizations in Bonn;
Support the UNV EC in his role as DO for Germany within the UN security management system (UNSMS) and vis a vis the Security Management Team, as and when requested.

Collaborate with UNDSS regional advisor and other Agency security focal points for policy matters and security management.

Management of shared ICT and telecommunication services, as well as other shared services

Ensure contract management, operation and maintenance of shared ICT and telecommunication services, and related coordination with ICT managers of UN Bonn organizations;
Support, as needed, UN Bonn common information provision as provided by the UN Regional Information Centre (UNRIC) team based in Bonn;
Oversee logistics and mail office services and efficient delivery services for all UN Bonn agencies;
Ensure that cost effective conference catering and canteen services are available at UN Bonn;
Ensure provision of other logistical support to UN agencies (internal moves, furniture assembling), as feasible.

Function as first level support for and provide advice to non-Bonn based UN agencies for reallocation to Bonn.

Coordination of extension and renovation projects on UN Campus

Coordinate major UN Campus extension and renovation projects on the side of UN Bonn, and represent UN Bonn in the coordination of such activities vis a vis the respective German counterparts;
Liaise and coordinate with host country counterparts to ensure that UN functional needs and technical requirements are reflected in construction planning, renovation and upkeep, as well as extension of campus facilities.

Competencies

Core Competencies

Innovation

Ability to make new and useful ideas work

Leadership

Ability to persuade others to follow

People Management

Ability to improve performance and satisfaction

Communication

Ability to listen, adapt, persuade and transform

Delivery

Ability to get things done

Technical/Functional compentencies

Office Administration

Ability to manage day-to-day office activities (including but not limited to facilities and asset management, policy and procedures maintenance) to meet operational needs

Service Delivery Coordination

Ability to coordinate and deliver services in line with service level agreements and standards of excellence in UN Bonn

Results-based Management

Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results

Partnerships

Ability to engage with other agencies, donors and other development stakeholders and forge productive working relationships

Security & Safety (General)

Knowledge of the UN Security Management System (UNSMS) and UN Bonn’s role in addressing security issues

Relationship Management

Ability to engage with other parties and forge productive working relationships

Operational Efficiency

Ability to identify, and execute opportunities to improve operational efficiency.

Required Skills and Experience

Education

Master’s degree in Facilities Management, Architecture, Engineering, Law, Public Administration, Economics, or another related field.

Experience

A minimum of 7 years of senior professional and relevant experience in leading technical teams, managing staff and operational systems, project management, and provision of technical and policy advice in a multicultural work environment, including related to common services and/or facilities management at the national and/or international level, and preferably within the UN;
Experience in medium and/or large-size construction projects and/or projects for international organizations is an asset.

Experience working on conference organization and management is an asset;
Experience working on UN security management is an asset;
Experience in multi-partner coordination and establishing of functional relationships among international organizations and national governments is highly desirable;
Knowledge about the UN Administrative Rules and Regulations is an advantage.

Language requirements

Fluency in English and German is required.

Other

Experience in the usage of computers and office software packages, handling of web-based management systems.

Disclaimer

Note

Only short-listed applicants will be contacted;
The successful candidate will hold a UNDP letter of appointment;
This post is open to nationals of Germany only.

Applicant information about UNDP rosters

UNDP/UNV 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/UNV at the same grade level and with similar job description, experience and educational requirements.

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Link to the organization’s job offer: https://unjobs.org/vacancies/1631131635116