This position is located in the Facilities Management and Welfare Section within the United Nations Assistance Mission for Iraq (UNAMI), Erbil. The incumbent will report to the Facilities Management Supervisor.
Under the direct supervision of the Facilities Management Supervisor, the incumbent will be responsible for the following duties:
• Providing administrative assistance to the Chief of the Section regarding the ongoing projects in the mission. Establishing plans for carrying out projects as requested, considering manpower, supplies, and time required. Distributing the tasks to the different staff and contractors involved.
• Contacting the different offices for supplies and services required Coordinating between the different resources.
• Monitoring the ongoing process and working out the difficulties that might arise along the process.
• Reviewing all incoming requests and deciding on the priority of tasks to be accomplished together with Chief of Section.
• Checking the areas concerned and advising the relevant staff to provide the required maintenance.
• Contacting vendors and/or contractors concerning any services and materials that cannot be provided locally and initiating requisitions accordingly.
• Conducting inspections to ensure requirements are met.
• Monitoring service contracts, in terms of supervising contractors, services rendered, and funds involved. Drafting the service contracts including cleaning, laundry and dining contracts and ensuring the maximum benefit to the UN.
• Coordinating with Acquisition planning and requisition unit APRU all UMOJA Transaction.
• Reviewing and checking the work provided by the contractors in accordance with the need of the mission. Reviewing areas that need more attention other than the routine daily work for cleaners and advising their foreman on schedules in the cases of meetings, conferences, functions, moving offices or conducting maintenance work in some offices.
• Checking the invoices submitted by the contractors in terms of the work provided in line with the contract, and ensuring the accuracy of prices, and availability of funds
• Signing the correct invoices that services arc satisfactorily rendered prior to certifying them by the Chief of Section. Providing logistics support to all ongoing daily briefings and conferences in mission HQ.
• Ensuring that conference rooms are available for the meeting/conference.
• Advising IT and communications on any equipment to be installed and ensuring proper installation and functionality.
• Advising Chief of Section and facility management assistant on the Acquisition plan status and availability of allocated funds.
• Ensuring that beverages and snacks are made available, as well as a proper and quiet atmosphere around the occupied areas.
• Providing logistical support to claims officers with regard to write-off cases. Providing logistical support in cases of emergencies and evacuations.
Other Duties (Mail and Pouch Services)
• Prepares airway bills and related documents for courier pouches and special pouches.
• Prepares computerized records on details of outgoing material, e.g., send addressee, and destination for financial and statistical purposes.
• Compiles, computes, and prepares statistics on work carried out by the office.
• Revises outgoing pouch worksheets when routing in changed; advises departments involved, drafts letters of instructions to users.
• Ensures that all items received through the incoming pouch for transshipment outgoing pouch, and in outgoing mail units, are accurately recorded, official and in compliance with pouch and mail rules, and that respective departments are properly charged.
• Perform other duties as required.
Professionalism: 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. A 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 a 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 & Organization: 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.
High school diploma or equivalent is required.
A minimum of Five (5) years relevant work experience in Facilities Management, building management, engineering, architecture, administrative services, or related area is required.
Knowledge of UN rules and regulations for facility management is desirable.
Knowledge of computer applications Word & Excel is desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in both English and Kurdish is required.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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.
All non-Iraqi applicants need to have a valid work permit for Iraq and need to upload a copy of such a work permit.
Applicants must ensure that their name in the application matches the name on their national passport or Government provided national Identification Document (ID). A discrepancy between the name in the applicant's application and national ID/passport may impact the recruitment process.
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
Aux termes du paragraphe 3 de l’Article 101 de la Charte des Nations Unies, la considération dominante dans le recrutement du personnel doit être la nécessité d’assurer à l’Organisation les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. Ne seront pas retenues les candidatures des personnes qui ont commis des violations du droit international des droits de l’homme, des violations du droit international humanitaire, des actes d’exploitation, d’atteintes ou de harcèlement sexuels, ou au sujet desquelles il existe des raisons plausibles de croire qu’elles ont été impliquées dans la commission de tels actes. L’expression « exploitation sexuelle » désigne le fait d’abuser ou de tenter d’abuser d’un état de vulnérabilité, d’un rapport de force inégal ou de rapports de confiance à des fins sexuelles, y compris mais non exclusivement en vue d’en tirer un avantage pécuniaire, social ou politique. On entend par « atteinte sexuelle » toute atteinte physique de nature sexuelle commise par la force, sous la contrainte ou à la faveur d’un rapport inégal, ou la menace d’une telle atteinte. Le harcèlement sexuel s'entend de tout comportement déplacé à connotation sexuelle raisonnablement propre ou de nature à choquer ou humilier, lorsqu'il entrave la bonne marche du service, est présenté comme une condition d'emploi ou crée au lieu de travail un climat d'intimidation, d'hostilité ou de vexation, et lorsque ce comportement est assez grave pour justifier le licenciement de son auteur. La candidature de personnes qui ont commis des infractions autres que des infractions mineures au code de la route ne sera pas retenue.
Sera dûment prise en considération l'importance d'un recrutement effectué sur une base géographique aussi large que possible. Aucune restriction ne sera imposée par l'Organisation à l'accès des hommes et des femmes, dans des conditions égales, à toutes les fonctions, dans ses organes principaux et subsidiaires. Le Secrétariat de l'Organisation des Nations Unies est un espace non-fumeurs.
La considération dominante dans l’engagement, la mutation ou la promotion du personnel est la nécessité de s’assurer les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. En acceptant une offre d’engagement, les membres du personnel sont soumis(es) à l’autorité du Secrétaire général, qui peut leur assigner l’une quelconque des tâches ou l’un quelconque des postes de l’Organisation des Nations Unies, conformément à l’alinéa c) de l’article 1.2 du Statut du personnel. Dans ce contexte, tous les membres du personnel recrutés sur le plan international sont tenus de changer de fonctions périodiquement à l’intérieur d’un même lieu d’affectation ou dans un autre lieu d’affectation, dans les conditions fixées par le Secrétaire général.
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