Job Opening

Posting Title: Facilities Management Assistant, G6
Job Code Title: FACILITIES MANAGEMENT ASSISTANT
Department/Office: Department of Operational Support
Duty Station: NEW YORK
Posting Period: 18 September 2020 - 17 October 2020
Job Opening Number: 20-Facilities Management-DOS-139912-R-New York (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

This position is located in the Architectural and Construction Unit (ACU), Planning, Design and Construction Section (PDCS), Facilities and Commercial Activities Service(FCAS) of Division of Administration (DOA) in the Department of Operational Support (DOS). The incumbent reports directly to the Chief of ACU.

Responsibilities

Within delegated authority, the Facilities Management Assistant will carry out the following duties:

•Performs project management activities, coordinating construction and alteration works to ensure that the quality of services performed by contractors is in accordance with set terms and conditions, codes and standards, health and safety regulations and objectives.
•Prepares scope of services for professional architectural or engineering on-call contractors; assesses technical qualifications, supervises preparation of design documents and evaluates their performance.
•Prepares draft proposals for construction and alteration work including preparation of technical specifications, construction drawings, bill of quantity and cost estimates.
•Coordinates the bidding process with Procurement. Provides technical briefing on-site to proposed vendors prior to bidding; conducts technical evaluation; once contract is awarded, coordinates project activities between outside contractors, in-house shops and departments; on-site monitoring during implementation of project to ensure adherence to the contract, progress of work in accordance with schedule and budget, and compliance with drawings and specifications. Prepares progress reports on projects as required.
•Performs final inspection, supervised the commissioning of the work, requests operation manuals/warranties if required and any shop drawings. Reports on the completion of work and ensures that all records are kept for future references.
•Receives, analyses and reviews service requests submitted to the Architectural and Construction Unit (ACU) determines priority of work, plans and prepares work orders, assigns work and follows up on service complaints.
•Plans, schedules, supervises and coordinates staff relocation and office moves. Coordinates with requesting departments in case of changes in requirements and suggests alternatives or interim solutions.
•Assists the supervisor in preparing reports and schedules on space usage, building efficiency and lease contract management to be shared with stakeholders as needed.
•Conducts reviews of space requests submitted and studies drawings and sketches for review and discussion to determine extent of work required to implement best solutions to meet end user requirements.
•Prepares and writes requisitions for purchase of equipment, material, spares, etc.;
reviews and evaluates offers and coordinates with procurement unit.
•Provides related services to conferences and meetings, in coordination with Conference Services and other requesting departments and maintains liaison with focal points.
•Participates in the preparation of cost estimates of biennial budget and spending plan related to the Unit accounts.
•Prepares yearly budget estimates and monthly tables of prorated charges for common services, and monthly/yearly consumption and expenditure tables as well as charts of general operating expenses.
•Suggests ways to institute control and methods to improve service and reduce cost for the United Nations.
•Coordinates with Special Services unit, Security and Safety on their investigation on safety and fire hazard situations associated with occupancy in UN buildings.
•Involved in initiating potential sustainability projects for the UN complex.
•Performs other duties as required.

Competencies

Professionalism:Knowledge of the Organization's rules and regulations as they pertain to building management and of industry codes and standards. Ability to read and interpret architectural floor plans. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Education

High school diploma or equivalent.

Work Experience

A minimum of 7 years of experience in facilities management, space planning, engineering, architecture or related area is required.
Experience in using architecture design software such as AutoCAD is required.
Experience in contract management is desirable.
Experience coordinating flexible work space planning is desirable
Experience using ERP service delivery module software (such as SAP) is desirable.
Experience in Computer-aided Facility Management (CAFM) is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Appointment or assignment against this position is for an initial period of one year.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

An impeccable record for integrity and professional ethical standards is essential

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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