Common Back Office

5 days ago

Hanoi, Vietnam United Nations Development Programme (UNDP) Full time

**Job Identification**
- 18547

**Locations**
- Ha Noi, Viet Nam**Posting Date**
- 05/29/2024, 05:53 AM
- 06/12/2024, 10:59 PM

**Job Schedule**
- Full time

**Agency**
- UNDP

**Grade**
- G7

**Vacancy Type**
- Fixed Term

**Practice Area**
- Management

**Bureau**
- Regional Bureau for Asia and the Pacific

**Contract Duration**
- 1 Year with Possibility for extension

**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

**Mobility required/no mobility**
- no mobility required

**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.**

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 Green One United Nations House (GOUNH) in Hanoi is housing 16 United Nations agencies, with around 450 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 CBO Administrative Associate is a member of the CBO team and under the direct supervision of the CBO Manager, will play an important role in managing administrative and finance aspects of the CBO operations thus impacting the quality of services to CBO users and the ability of the United Nations in Vietnam in its endeavour 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 CBO Administrative Associate assists in the overall management of the GOUNH, administers and executes processes and transactions ensuring high quality and accuracy of work. The CBO Administrative Associate promotes a client, quality and results-oriented approach. The CBO Administrative 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.

UNDP/CBO adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP/CBO personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

**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

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