Job Opening

Posting Title: CHIEF – FACILITY AND ASSET MANAGEMENT SECTION, P4
Job Code Title: CHIEF OF UNIT, GENERAL SERVICES OFFICER
Department/Office: Economic and Social Commission for Western Asia
Duty Station: BEIRUT
Posting Period: 10 November 2020 - 09 December 2020
Job Opening Number: 20-Administration-ESCWA-144597-R-Beirut (G)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The Economic and Social Commission for Western Asia (www.unescwa.org) forms part of the United Nations Secretariat and, like the other regional commissions, operates under the supervision of the United Nations Economic and Social Council. ESCWA comprises 20 Arab countries in Western Asia and North Africa. ESCWA provides a framework for the formulation and harmonization of sectoral policies for member countries, a platform for congress and coordination, a home for expertise and knowledge, and an information observatory. ESCWA activities are coordinated with the divisions and main offices of the Headquarters of the United Nations, specialized agencies, and international and regional organizations, including the League of Arab States and its subsidiary bodies, and the Gulf Cooperation Council.

This position is in the Facility and Asset Management Section (FAMS) of the Resource Management and Service Development Division (RMSDD).

The Chief - Facility and Asset Management reports to the Director - RMSDD.

Responsibilities

Within delegated authority, the incumbent will be responsible for the following duties:

Facilities Management:
•Manage ESCWA property and inventory to ensure the proper utilization and upkeep of
•premises.
•Create and review plans for continuous improvements to the overall safety and reliability of buildings, garage and adjoining territory.
•Coordinate with Security and Safety Services and Medical and Welfare Services all matters related to the safety and well-being of occupants of the premises.
•Provide guidance on policies, processes and procedures related to equipment and inventory. Create plans for regular replenishment of inventory based on allocated budget.
•Provide support and guidance to Director-RMSDD, Chief- Financial Management Services, and fund center managers on procurement issues and provide support and guidance during all stages of the procurement cycle.
•Provide updates and policy guidance to the Director-RMSDD on the operation and maintenance of common support services bringing up issues that are urgent, of sensitive nature, or recurrent and recommend solutions, including the efficient use of ESCWA property.
•Monitor and address cafeteria operations, including selection of vendor(s), timely delivery of
catering and other services.
•Monitor and evaluate contracts, including maintenance, cleaning, gardening, waste removal etc. and monitors contractors’ performance.

Asset Management:
•Ensure accurate and complete tracking of all assets, reporting and internal control systems are functioning and that all relevant records are maintained.
•Ensure that staff are properly supported, guided and advised on the consistent application of organizational policies on asset management and on the establishment of asset replacement plans.
•Investigate the potential obsolescence of fixed assets and implements and monitors the annual useful life review process.
•Coordinate with property appraisal focal points to ensure that property values are complete and accurate.
•Oversee the analysis for fixed assets on a regular basis and oversees the proper maintenance of financial records in accordance with IPSAS Policy Framework and related UN IPSAS policies.
•Make presentations to the local and headquarters Property Survey Board on surplus, damaged
•and obsolete property.

Space allocation:
•Determine appropriate space allocation in coordination with Director-RMSDD, cluster leaders, and UN House tenants.
•Identify functional improvements in the office space management system and coordinate their implementation.
•Make recommendations on organization-wide space allocation, providing alternative scenarios to meet user and corporate evolving needs.
•Co-ordinate Environmental Management System (EMS) related actions.
•Manage and control energy efficiency of the facilities.

Fleet Management:
•Provide overall supervision to the maintenance of ESCWA automobile fleet, its replacement/repairs and scheduling, including making decisions on overtime approval for drivers and other support staff.

Project Management:
•Implement projects, or parts of larger projects, relating to the construction or repair of facilities and structures.
•Plan and design specifications for projects; determine materials, dimensions and quantities to be included in project specifications; develop statements of work for contractual services; prepare and follow-up work orders.
•Oversee the technical evaluation of bids and proposals for projects.
•Oversee and evaluate work performed by contractors.
•Monitor and report on progress of construction, repair, interior decoration, and landscaping projects.
•Determine and address critical ad hoc works that may be necessary outside of the approved plans and budget.

Administration:
•Ensure the management of budget allotments and monitor the consumption of inventory and maintenance supplies.
•Plan, direct, and coordinate activities of UN staff and/or contractor’s staff, including outsourcing type of contracts, and all related administrative work and supervision of personnel.
•Perform other duties as required.

Competencies

Professionalism:
•Knowledge of the substantive field of work in general and of specific areas being supervised.
•Ability to produce reports and papers on technical issues and to review and edit the work of others.
•Ability to apply UN rules, regulations, policies and guidelines in work situations.
•Shows pride in work and in achievements.
•Demonstrates professional competence and mastery of subject matter.
•Conscientious and efficient in meeting commitments, observing deadlines and achieving results.
•Motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges.
•Remains calm in stressful situations.
•Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Planning and 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.

Accountability:
•Takes ownership of all responsibilities and honours commitments.
•Delivers outputs for which one has responsibility within prescribed time, cost and quality standards.
•Operates in compliance with organizational regulations and rules.
•Supports subordinates, provides oversight and takes responsibility for delegated assignments.
•Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Managing performance:
•Delegates the appropriate responsibility, accountability and decision-making authority.
•Makes sure that roles, responsibilities and reporting lines are clear to each staff member.
•Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills.
•Monitors progress against milestones and deadlines. Regularly discusses performance and provides feedback and coaching to staff.
•Encourages risk-taking and supports creativity and initiative.
•Actively supports the development and career aspirations of staff.
•Appraises performance fairly.

Education

Advanced university degree (Master's degree or equivalent) in engineering, facilities management, management, architecture, business or public administration, or related areas is required. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

1. A minimum of seven (7) years of experience in building and facilities management, asset management, general services, property management, contract management, administrative management or related fields is required.
2. At least four (4) years of relevant experience in building and facilities management including maintenance contracts is required.
3. At least two (2) years of experience in the application of IPSAS, working with financial and property management policies and practices is desirable.
4. Experience in asset management in an international setting is desirable.
5. Experience carrying out transactions and reviews related to procurement, purchasing, and asset management on an ERP system is desirable.
6. Familiarity with procurement practices and procedures of large international organization is desirable.
7. Experience in negotiating contracts and supervision of contractual services for utilities and equipment is desirable.
8. Supervision of motor pool operations, including management, and servicing of vehicles is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. In addition, Arabic is a working language at ESCWA.

For this position, fluency in English is required. Fluency in Arabic is desirable. Fluency in French is desirable.

Note: "Fluency" equals a rating of 'fluent' in all four areas (speak, read, write, and understand) and "Knowledge of" equals a rating of 'confident' in two of the four areas.

Assessment

Evaluation of qualified candidates will include assessment(s) and a competency-based interview.

Special Notice

•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.

•The recommendation or selection decision for this position shall be void if the recommended or selected candidate does not obtain a clearance according to ST/SGB/2005/7 on designation
of staff members performing significant functions in the management of financial, human or physical resources.

•Staff members appointed to the current position are required to submit a financial disclosure statement upon assignment or appointment and annually thereafter.

•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.

•For this position, applicants from the following Member States, which are unrepresented or underrepresented in the UN Secretariat as of 31 July 2020, are strongly encouraged to apply: Afghanistan, Andorra, Angola, Antigua and Barbuda, Bahrain, Belize, Brazil, Brunei Darussalam, Cabo Verde, Cambodia, China, Comoros, Cuba, Democratic People's Republic of Korea, Dominica, Equatorial Guinea, Gabon, Grenada, Guinea-Bissau, Japan, Kiribati, Kuwait, Lao People's Democratic Republic, Lesotho, Liberia, Libya, Liechtenstein, Luxembourg, Marshall Islands, Federated States of Micronesia, Monaco, Mozambique, Namibia, Nauru, Norway, Oman, Palau, Papua New Guinea, Qatar, Republic of Korea, Russian Federation, Saint Lucia, Saint Vincent and the Grenadines, San Marino, Sao Tome and Principe, Saudi Arabia, Solomon Islands, South Sudan, Suriname, Timor-Leste, Tuvalu, United Arab Emirates, United States of America, Vanuatu, Bolivarian Republic of Venezuela.

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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