Project Description 

There has been renewed interest in common services to improve coordination and coherence of representative offices of United Nations agencies at the national and regional levels and achieve cost savings in line with the UN Secretary General’s report on the repositioning of the United Nations Development System (UNDS). Against this backdrop of UNDS reform, it was established the Business Innovation Group (BIG) to reaffirm UN agencies commitment to increasing in value for money in the UN system through transformational change in management of back office functions and putting emphasis on the importance of common services for the streamlining operating practices. Indeed, it is expected that the establishment of common services will reduce the internal transaction costs, improve the quality of programme delivery while increasing savings over externally sources goods and services. It is a critical enabler for effective delivery of UN development programmes by the UN country Team (UNCT). 

In so doing, the first step is to set-up systems and mobilize adequate resources to enable the UN leadership in Zambia restructure the project management of common services based on recommendations from audits and other UN agencies. The purpose of the restructuring is to help UNDP assure its leadership role in ensuring effective and timely reporting with increased traceability and accountability. 

Due to the complexity of the Common Services and involvement of many UN Agencies in Zambia, it was seen as necessary to have a dedicated UN Construction and Facilities Management Analyst who will perform the functions of manage the overall facilities of the UN Common Services starting from the workplan, through the implementation, monitoring and reporting stages and also support the implementation of the Business Operations Strategy (BOS) spearheaded by the Operations Management Team (OMT). 

The Construction and Facility Management Analyst will plan, organize, and direct construction activities within the timeline specified for each project including detailed design and documentation, tendering, construction and supervision/quality assurance. In addition, S/he will manage all Common Premises facilities. The Construction and Facility Management Analyst will work in close collaboration with the operational personnel from UN agencies and UNDP operations as Administrative Agen

Scope of Work 

1. Construction and Engineering Project Management

• Plan, organize, and direct construction and repair projects from detailed design and documentation through tendering, construction, and supervision/quality assurance;
• Implement projects, or parts of larger projects, relating to the construction, repair, and refurbishment of buildings, facilities, and related structures;
• Monitor and report on the progress of all engineering projects, ensuring they are completed within specified timelines;
• Coordinate specific work projects with other internal units and sections;
• Apply sustainable and environmental design techniques during the design development process.

2. Facility Maintenance and Operations Management

• Supervise the maintenance of all UN House and UN Annex building facilities (e.g., carpentry, plumbing, masonry, painting, sign-making);
• Perform regular building inspections and prepare detailed reports on repairs conducted and resources required for future maintenance;
• Manage and control the energy efficiency of the facilities and promote corrective actions in user behavior;
• Supervise assigned staff and ensure the availability of resources to deliver quality maintenance services;
• Coordinate space allocation, relocation, and updates to the shared space plan for UN House and UN Annex;
• Facilitate the timely provision and preparation of spaces, rooms, and venues for meetings, workshops, and official functions.

3. Contract and Vendor Management

• Oversee and evaluate work performed by contractors to ensure efficiency and quality;
• Supervise the implementation of service contracts and Long-Term Agreements (LTAs) under their domain (e.g., fumigation, cleaning/housekeeping, firefighting systems, gardening, garbage collection);
• Prepare scopes of work for maintenance projects, minor engineering projects, and service contracts;
• Coordinate with outsourced maintenance contractors to maximize productivity and resolve any deviations from set requirements.

4. Administrative, Procurement, and Reporting Duties

• Prepare and process requisitions for tools, engineering materials, and spares for building management;
• Carry out technical evaluations for requisitioned materials and service contracts;
• Raise requisitions, certify work completion, perform Receipt and Inspection (R&I), and initiate Payment Requests for building management activities;
• Maintain and monitor the status list of Purchase Orders (POs) and Shopping Carts for the building management area;
• Process petty cash purchases as directed;
• Maintain an updated inventory list of assets/items related to building maintenance;
• Develop and maintain internal procedures and operational arrangements;
• Monitor and report on Environmental Management System (EMS) achievements to senior management;
• Effectively attend to all incoming Service Requests (SRs), maintain records of completed SRs, and contribute to monthly SR reports.

5. Safety, Compliance, and Team Support

• Promote health and safety awareness among all unit staff, implement safety control measures, and provide appropriate safety equipment and gear;
• Co-ordinate Environmental Management System (EMS) related actions;
• Ensure effective supervision, guidance, and training of assigned staff;
• Deputize for other Common Services staff during periods of leave or unplanned absence;
• Perform any other related tasks as required by the Common Services Manager.

6. Supports Knowledge Building and Knowledge sharing in the country office

• Training of staff on the administrative procedures;
• Briefing/debriefing of staff members on issues relating to area of work;
• Sound contributions to knowledge networks.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Institutional Arrangement

Under the overall guidance of OMT Chair and the direct supervision of the Common Services Manager, the Construction and Facility Management Analyst will be responsible for maintenance management of the UN Common Premises in Zambia including contract management; daily management of the facilities and liaison for construction projects, repairs, refurbishments and other similar projects related to the building.

Core Competencies: 

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements. 

Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.

Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible. 

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical competencies

Business Directions & Strategy: System Thinking 

• Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how alerting one element can impact on other part of the system. 

Business Development: Knowledge Generations           

• Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need. 

Business Development: Collective intelligence design 

• Ability to bring together a diverse group of people, data information or ideas and technology to design the services and solutions 

Business Management: Project Management 

• Ability to plan, organize, prioritize, and control resources, procedures, and protocols to achieve the specific goals. 

Business Management: Partnership Management         

• Ability to build and maintain partnerships with wide networks of stakeholders Governments, civil society and private sectors, experts and others in line with UNDP Strategy and polices. 

Business Management: Risk Management 

• Ability to identify and organize action around mitigation and proactively managing the risk. 

Partnership management: Relationship Management 

• Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding

Minimum Qualifications

Min. Education requirements         

• Advanced university degree (master's degree or equivalent in Civil Engineering or related field is required or
• A first-level university degree (bachelor’s degree) in a relevant field in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Min. years of relevant work experience   

• Minimum of 2 years (with master’s degree) or 4 years (with bachelor’s degree) of relevant experience at the national and/or international level in facilities management & civil engineering or other relevant areas including one year of experience in facility management. 

Required skills           

• Experience in the usage of computers and construction and architecture software packages and web-based management systems.

Desired skills in addition to the competencies covered in the Competencies section

• Having qualifications in Administration is an asset considering that the job requires the management of contractors;
• Experience working in or directly with relevant Ministries of related fields is an asset;
• Experience with UN and UNDP procedures is a strong asset and distinct advantage. However, experience working with other international development organization could be considered;
• Demonstrated ability to work and adapt professionally and effectively in a challenging environment is an asset;
• Demonstrated ability to work effectively in a multicultural team of international and national personnel is desired; 
• Experience in project management, monitoring and quality assurance is an asset.

Required Language(s)           

• Fluency in English is required.

Professional Certificates:      N/A

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

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