FACILITIES MANAGEMENT OFFICER

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    1 month ago
  • Category:
    Engineering, Facility and Security Services
  • Deadline:
    21/02/2024

JOB DESCRIPTION

Job Opening
Job Opening ID: 226336
Job Network : Management and Administration
Job Family : Administration
Category and Level : National Professional Officers, NO-C
Duty Station : BEIRUT
Department/Office : Economic and Social Commission for Western Asia
Date Posted : Jan 23, 2024
Deadline : Feb 21, 2024

Org. Setting and Reporting
The Economic and Social Commission for Western Asia (ESCWA) 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 21 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 post is located within the Resource Management and Service Development Division (RMSDD) of the Economic and Social Commission for Western Asia (ESCWA). The Facilities Management Officer reports directly to the Director, RMSDD.
Responsibilities
Within delegated authority, the Facilities Management Officer will be responsible for the following duties:

Facilities management:

• Supervises, coordinates and manages projects related to the design, construction, or repair of buildings, power generation, distribution systems, environmental control systems and other related structures with the aim to improve existing workflow processes, energy conservation and cost;
• Coordinates determination and compilation of requirements for construction projects;
• Follows up and coordinates regarding the provision of utility services and energy saving measures including provision of acceptable environmental and hygienic conditions in the premises;
• Conducts research on development of new technical systems and identifies improved methods and equipment;
• Ensures effective coordination with other UN Agencies in order to maximize effectiveness of provided common services;
• Reviews adequacy of departmental space requirements and plans space distribution;
• Coordinates determination and compilation of requirements for construction projects, such as UN common premises, blast reinforcement of the UN House, PACT (the UN global Project Access Control Technology for UN premises);
• Prepares scopes of works, technical specifications, bills of quantities, evaluation criteria for bidding exercises, evaluates technical proposals from bidders, and supervises contractors of awarded contracts to ensure that the quality of services meets the set terms and conditions of the contract, standards, health and safety regulations, objectives and budget. Evaluates the performance of contractors;
• Estimates costs of repairs of facilities and systems to determine feasibility of repairs or replacement, and oversees the identification of office technology needs and maintenance of equipment, coordinates enhancements as necessary;
• Represents ESCWA in the yearly Conference for Interagency Network for Facilities Managers (INFM);
• Reviews adequacy of departmental space requirements and plans space distribution.

Environmental sustainability:

• Acts as ESCWA focal point for the UN global Issues Management Group on Environmental Sustainability and reports ESCWA emissions to UNEP;
• Manages projects under ESCWA’s Emissions Reduction Strategy and monitors Energy Conservation procedures to reduce ESCWA’s greenhouse gas emissions;
• Oversees and sustains the entity’s ISO 14001 EMS certification, ensuring compliance with environmental standards and regulations;
• Implements and enhances EMS processes, fostering a culture of environmental sustainability;
• Ensures seamless functionality of the system as per the ISO 14001 standards and leads initiatives to continuously improve ESCWA’s Environmental performance.

Property and Asset Control:

• Manages ESCWA property, assets and inventory to ensure the proper utilization and upkeep of premises;
• Creates and review plans for continuous improvements to the overall safety and reliability of buildings, garage and adjoining territory;
• Manages assets and supplies, ensures assets are submitted for write off, overseas physical inventories, ensures records and location of assets are maintained and up to date;
• Creates plans for regular replenishment of inventory based on allocated budget;
• Determines and addresses critical ad hoc works that may be necessary outside of the approved plans and budget;
• Analyzes project proposals to ensure technical feasibility and to ensure that project objectives are attainable within prescribed resources;
• Supervises the maintenance of ESCWA automobile fleet, its replacement/repairs and scheduling, including making decisions on overtime approval for drivers and other support staff;
• Monitors and addresses cafeteria operations, including selection of vendor(s), timely delivery of catering and other services in accordance with signed vendor agreements.

Administration of the Section and Staff:

• Plans and implements the work program of the Section;
• Coordinates ad hoc projects in the Section as appropriate;
• Certifies and administers allotment accounts related to the Section in accordance with existing financial and HR rules, regulations and instructions;
• Leads the recruitment and overall management of all staff in the Section;
• Represents the Organization on general services issues and administrative at interagency meetings, workshops, and seminars;
• Provides policy guidance to the Director RMSDD on the implementation of overall strategies and departmental policies and procedures related to the area of work;
• Performs other duties as required.
Competencies
Professionalism: Ability to apply engineering skills and to participate in engineering projects, including preparation of cost estimates, research of data and preparing graphs. Ability to identify and analyze engineering data of significant depth and complexity. Knowledge of logistics operations and practices. Knowledge of management facilities practices. Ability to specify business rules in the specific management facilities area. 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.

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.

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Leadership: Serves as a role model that other people want to follow. Empowers others to translate vision into results. Is proactive in developing strategies to accomplish objectives. Establishes and maintains relationships with a broad range of people to understand needs and gain support. Anticipates and resolves conflicts by pursuing mutually agreeable solutions. Drives for change and improvement; does not accept the status quo. Shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.

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 Civil Engineering, Project Management or Administration, or any other related field, is required.

A first-level degree (Bachelor’s degree or equivalent) in the specified fields of studies with two additional years of relevant work experience may be accepted in lieu of the advanced university degree.
Job – Specific Qualification
Not available.
Work Experience
A minimum of 5 years of professional experience in the field of facilities/property management, building services, engineering or project management is required.

Experience with the United Nations 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 and Arabic is required.

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.

This job has expired.