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 in the Information and Facilities Support Unit (IFSU), Administrative Section, Facilities and Commercial Activities (FCAS), Division of Administration (DOA), Department of Operational Support (DOS). The incumbent reports to the Senior Public Information Assistant under the overall guidance of the Information Management Officer

The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration.

Responsibilities The incumbent will be responsible for the following duties: - Monitors and maintains iNeed requests to ensure all incoming requests are processed efficiently, work orders are assigned to the right service group, ensures closure of service requests and related work orders in line with service level targets; - Follows up with all relevant service groups to ensure that open work orders are addressed in a timely manner; - Provides support for booking of conference rooms managed by FCAS, including communication to all stakeholders when situations arise requiring the cancelling of existing bookings; - Answers information calls at the Help Desk from members of the public, staff members and delegates; - Maintains the UNHQ Directory (HQD), processes requests from departmental focal points, staff members and agencies, processes clearances and separations provided by Executive Offices, assists in educating EO focal points on the process of updating staff in the white pages; - Provides information to staff, delegations, press and the public for the commencement and duration of meetings for all sessions held at HQ; - Provides information based on thorough knowledge and understanding of UN organizational structure, commissions, committees, non governmental organizations, permanent missions, UNHQ meetings and events, press conferences as well as activities at overseas offices of the UN and its Specialized Agencies; - Facilitates communication in emergency situations among Ambassadors, high-level delegates, their governments and their missions in order to ensure, for example, coordinated positions on Security Council votes and transmittal of important instructions; - Ensures that UN protocol is observed and understood at all times (accreditation of member states, offices of observers, national liberation movements, inter-governmental organizations and high-ranking officials of the Secretariat and Specialized Agencies); - Assists visitors with information queries at the GA Lobby and issues escorted and non escorted passes, coordinates with Security and following established security procedures. - Assists with administrative services including contract management, requisitioning, processing of invoices and expenditure reporting. - Performs other duties as required.

Competencies PROFESSIONALISM: General knowledge and understanding of organizational structure and respective roles of units and sub-units in the organization; ability to manage processes, maintain accurate records, interpret and analyze a wide variety of data, and identify and resolve data discrepancies and activity problems. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities; 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.

COMMUNICATION - Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

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. Identified 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.

Education High school diploma or equivalent is required.

Work Experience A minimum of five (5) years of progressively responsible experience in facilities management, public information, client services or related area is required.

Experience in dealing with facilities management in the United Nations or other international organization is desirable.

Experience working with iNeed or similar service management platform is desirable.

Experience working with Enterprise Resources Planning systems such as Umoja is desirable.

Experience with help desk operations that include answering incoming telephone calls and routing the requests to the appropriate teams is desirable.

Experience with contract management and requisitioning is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For this post, fluency in 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 a competency-based interview.

Special Notice Appointment or assignment against this position is for an initial period of one year.

This position is subject to local recruitment pursuant to Staff Rule 4.4 of the United Nations Staff Rules. Applicants for General Service and related positions must be authorized to work in the country where the position is located. A staff member subject to local recruitment is not eligible for the allowances or benefits applicable to international recruitment.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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.