Responsibilities:

Within delegated authority, the Facilities Management Assistant will carry out the following duties: • Assists the Chief in the preparation of reports collects and compiles information, checks statistical data for accuracy, and makes simple cost calculations. • Receives request for repairs, generates appropriate work orders and blueprints, specifying the appropriate technical data, reviews work orders assigned to PDCS and dispatches them to the appropriate trade shops to proceed with alteration work. • Coordinates construction and renovation projects on-site. • Maintains a filing system and updates files for the work unit in Sharepoint and other databases. • Assists with the vendors’ requests of UN grounds passes and temporary passes. • Catalogues drawings in electronic format. • Maintains and controls the space on-line system on availability of space to identify capacity for space demands and coordinates with clients. • Reviews contractors’ invoices and assists with cost recovery as required. • Assists the Chief with solicitations, providing information for preparing the scope of work (SOW) and technical evaluations; supports in coordination with procurement. • Assists in monitoring the service contract activities, adjusting priorities, inspections of work where necessary, and other related tasks. • Assists team on contracts’ performance indicators to ensure vendor’s compliance. • Serves as a back-up when necessary. • Controls stock of office supplies of the section. • Performs other duties as assigned by the supervisor.

Competencies:

• PROFESSIONALISM: Knowledge of the Organization’s rules and regulations as they pertain to building management and industry codes and standards. 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. Knowledge of the Organization’s rules and regulations as they pertain to facilities management administration. 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. Ability to maintain accurate records, review and interpret a wide variety of data and information required for preparing reports, briefings and discretion in dealing with confidential matters; demonstrates ability to apply good judgement in the context of assignments given; 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 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.

Qualifications:

Education:

High school diploma or equivalent is required.

Job – Specific Qualification: Not available.

Work Experience:

A minimum of 3 years of experience in facilities management, building management, engineering, or architecture is required. The minimum years of relevant experience is reduced to 1 year for candidates who possess a first-level university degree or higher. Experience in monitoring office space capacity allocation is desirable. Experience with AutoCAD or similar software is desirable. Experience with CAFM or similar software 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.