Consultancy to Manage DGD Office Premises at UNDP - Abuja

United Nations Development Programme (UNDP) helps developing countries attract and use aid effectively. In all our activities, we encourage the protection of human rights, capacity development and the empowerment of women.

We are recruiting to fill the below position:

Job Title: Consultancy to Manage DGD Office Premises

Location: Abuja
Post Level: National Consultant
Duration of Initial Contract: 12 months
Expected Duration of Assignment: 12 months

Background
Under the direct supervision of the DGD administrative associate, the incumbent is required to ensure all tasks related to the Office Space Management for the DGD office located in Abuja are efficiently carried out. The major responsibilities include external cleaning of the office, trimming and managing the flowers, monitoring of electricity, generator and other services related to the overall management of the office premises. The incumbent will also conduct physical checks and inspect services rendered by contracted service providers, handle invoices received from various service providers and maintain expenses records. S/he will be expected to record and maintain details on the bills received and payments made related to electricity, water and other expenses pertaining to management of office space.

Duties and Responsibilities

Provide administrative and logistic support, focusing on achievement of the following results:

• Takes inspection round of office premises, including generator, air-conditioners, common areas, lobbies, bathrooms, meeting rooms etc. first thing in the morning and then informs plumber, electrician or other maintenance staff immediately for the necessary rectification works as and when required;
• Directs the cleaning crews of the cleaning company to the areas that require urgent cleaning or other minor maintenance works;
• Reports to the supervisor if electrical, cleaning or other supplies are required for the maintenance purpose and then facilitates the release of supplies from the storage;
• Verifies on daily basis whether contracted service providers are rendering the services in line with terms and conditions in the contracts. When breached of TOR noticed, calls the individual contracted service providers immediately and informs them that quality of services provided are of substandard and needs immediate rectification;
• Checks whether enough stock of potable drinking water is available in the office or not and reports to the Administrative Associate for the timely replenishment;

Provide support with updated record and expenditure reports for the following results:

• Ensures electricity and refuse disposal bills are duly submitted are paid in a timely manner;
• Make follow ups with Finance Section with regard to the payment of the vendors to effect timely payment;

Provide support to the office to ensure the achieving of the following results:

• Liaises with the landlord of the premises to sort out building maintenance and repair issues. Reports issues relating to building maintenance and repairs to the supervisor in order to inform the Landlord;
• Assist to arrange, relocate and /or to move the office furniture and equipment, asset disposal and storage

Competencies

Development and Operational Effectiveness:

• Ability to perform a variety of repetitive and routine tasks and duties related to office cleaning, gardening and general administration work.
• Ability to produce accurate and well documented records conforming to the required standard
• Ability to handle a large volume of work possibly under time constraints
• Good knowledge of administrative rules and regulations

Leadership and Self-Management:

• Focuses on result for the client 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

Required Skills and Experience

• A Certificate Level in Commerce/Management or secondary school certification is required.
• At least 2 years work experience in administrative works, preferably premises management;
• Some experience in book-keeping would be an asset;
• Experience gardening, managing generators is required;
• Knowledge in usage of computers and office software packages
• Fluency in English is also required.

Application Closing Date
17th February, 2013

Method of Application
Interested and qualified candidates should:
Click here to apply online