FACILITIES MANAGEMENT ASSISTANT

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

Org. Setting and Reporting This position is located within the Business Support Services Unit of the United Nations Joint Staff Pension Fund which provides facilities management, learning and development as well as human resources services. The Facilities and Property Management Assistant (GS-5) reports directly to the Facilities Management Assistant (GS-6). The Facilities Team reports to the Chief, Business Support Services Unit. This position requires on-site presence on full-time basis and frequent interactions with staff across the Organization, contractors, vendors, building management, UN/Facilities and UN/Safety and Security Services.

Responsibilities The Facilities Management Assistant will carry out the following duties Office space management - Evaluates the functional needs of requesting offices in terms of space and equipment. - Determines appropriate space allocation required to meet in terms of meeting room, workstations, equipment, mail room, and copier room. - Prepares space layouts showing arrangement of rooms and equipment. - Coordinates office moves, sets up moving schedules, issues moving work-orders, informs security, transportation, and elevator services of these moves. - Inspects premises ensuring cleaning contractor are performing services according to their contract. - Creates work order requests to repair any facilities related issues. - Moves furniture and equipment as necessary. - Consistently applies appropriate policies, guidelines, procedures and processes. Effectively and timely liaises with concerned parties at all stages of the procurement process. Safety and Security - Inspects areas of the complex to ensure use and maintenance of safety standards and equipment. - Liaise with the UN Safety and Security Services as required. - Compiles documentary evidence on accidents.

Construction management: - Coordinates construction projects and liaises with shops or contractors and operation section, identifying construction problems and providing solutions. - Reviews contractors' invoices and assists with cost recovery as required. - Surveys areas to be developed: location of partitions, telephones, electrical and LAN outlets, and finalizes proposals for implementation of work. - Coordinates, monitors and supervises work performed by contractors to ensure adherence to work schedule and guidelines. - Supervises the commissioning of the work and testing of any new systems, if necessary, in coordination with Safety & Security. - Ensures the submission of complete shop drawings and operation manuals when necessary. - Validates requests for installation or removal of telephones and electrical outlets. - Maintains and updates plans and drawings used as reference information by the unit. - Ensures that projects meet safety and security standards by reviewing them with designated Safety and Security officials.

Property Management - Acts as Focal Point for all UNJSPF owned fixed assets. - Ensures UNJSPF assets are assigned stock numbers, bar-coded, decaled and tagged as per UN guidelines. - Conducts periodic physical inventories of UNJSPF office equipment to ensure accuracy of serial and decal numbers, stock descriptions, net total on hand and exact location of property. - Performs other duties as required.

Competencies - PROFESSIONALISM: : Knowledge of the Organization's rules and regulations as they pertain to building management and of 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.

• 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.

  Education High school diploma or equivalent.

  Work Experience A minimum of five years of experience in facilities management, building management, engineering, architecture, administrative services or related area is required.

  Experience in dealing with facilities management in the United Nations or other international organizations with similar privileges and immunities is desirable.

  Experience with reading architectural and engineering drawings is desirable.

  OSHA (Occupational Safety and Health Administration) certification is desirable.

  Experience working with Umoja/SAP or other similar ERP systems is desirable.

  Languages English and French are the working languages of the United Nations Joint Staff Pension Fund. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is desirable.

  Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

  Special Notice This is a temporary position available only for 3months with possibility of extension of appointment. The UNJSPF is an inter-agency body established by the United Nations General Assembly in 1949. The Pension Fund pays benefits in 15 currencies to more than 80,000 beneficiaries who reside in 190 countries, and services more than 130,000 participants who work in the 25 Member Organizations of the Pension Fund. These positions are 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. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.

  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.