Under the supervision of the chief of the Buildings Unit and the supervisor of sub-Unit, the incumbent receives, coordinates, process the works requests for move services, logistics support, removals and handling services as follows: Coordination and processing of moves and logistics requests and requirements: – Acts as focal point for gathering client requirements and facilitating the organization of major events such as cultural activities, ceremonies, cocktails, and conferences. The role entails coordinating with clients to understand their needs, logistic requirements and preferences which involves overseeing the allocation of common spaces and dedicated exhibition areas, ensuring optimal scheduling and monitoring, and liaising with both internal teams and external firms, including the UNOG movers. Additionally, the incumbent manages reservations for common spaces, maintains an updated calendar of activities, and ensures seamless execution of events in alignment with client expectations and organizational protocols. – Processes and coordinates work requests with clients, users and stakeholders in consultation with involved entities such as Cultural activities focal points, conference officers, protocol liaison person, SSS, ICTS and other departments as required. – Participates in the onsite coordination meetings to changes of layouts of conference rooms and the fittings of secretariat offices and touchdown offices. – Coordinates and schedule the moves of furniture, printed documents, publications, and transfer of archives including organization of furniture in storage rooms and the palletization of furniture at the end-of-life cycle for disposal and ensures implementation of moves, furniture deliveries and documents transportation. – In coordination with the Cultural Activities Services, the incumbent ensures the required actions for the assembly and dismantling of exhibition panels and all equipment, in line with the agreed plans or any other specific instructions of the organizing entities. Coordination of day-to-day moves and team supervision: – Coordinates the requirements, timelines with the clients, movers and external vendor. – Organizes, plans, schedules and records the requests and actions on the move schedule via Outlook planning and/or planning tools. – Organizes the work of the teams of movers. – Monitors and coordinates move and logistics activities. – Identifies and informs the supervisor of the required resources, equipment, tools and materials to undertake day to-day tasks and also to plan special activities requiring move services beyond the regular working hours. – Coordinates the interventions and supervise the works of the external mover’s contractor. – Manages and organizes furniture storage rooms. – Organizes, coordinates the write off and implements the evacuation of obsolete furniture. – Undertakes inspection of spaces before interventions and also check the compliance of completed works with the agreed configurations. – Performs inspections of furniture, maintains furniture inventory. – Ensures the installation of communication campaigns, displays, temporary signages and required information on events. – Performs interventions in case of accidents or incidents (water leakage, floodings, damages, broken windows, …) – Drives the move truck as required for moving from the Palais des Nations to the Annex buildings to transport furniture, equipment, and documents. – Drives the move truck, after approval of supervisor, outside Geneva to support transport of materials and equipment of senior officials of the Organization. Monitoring and inspection of use of common spaces: – Performs regular checks of the common spaces at the Palais des Nations and annexes to ensure that the compliance of the spaces with agreed bookings, official circulars, norms of space utilization. – Ensures that the display and communication materials are up to date and are in line with UNOG standards. – Maintains the booking calendar of common spaces up to date and make the calendar available to the main stakeholders. Administrative tasks: – Processes, completes and closes work requests and completed activities through the dedicated software and tool. – Records, monitors, estimates and approves the number of hours performed or to be performed to support conference activities or special events. – Monitors the attendance of the UNOG movers team and supervises their day-to-day activities. – Participates in the performance management, career development and evaluation of the movers. – Follows up on furniture inventory. – Initiates write off requests for equipment and furniture.

Requirements: 

Education

High school diploma or equivalent is required.

Job – Specific Qualification

A valid driving licence is required.

Work Experience

A minimum of five (5) years of experience in facilities management, building management, logistics and moves or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first level university degree or higher. At least two (2) years of experience in the United Nations Common System or a similar international organization is desirable. Experience in overseeing the use of common spaces in conference buildings, ensuring compliance with space utilization policies and building codes, and engaging with stakeholders is desirable. Experience in coordinating large international events with over 1,000 participants is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, Fluency in French and knowledge of English is required. Knowledge of another official UN language is desirable.