Facilities Management Assistant

Overview

Assist in the facilities management and project coordination for UNAMA in Kabul.

You have:

• High school diploma or equivalent is required or a first level university degree in Civil Engineering is desirable.
• A minimum of five (5) years of progressively responsible experience in facilities management, building construction, building management, engineering, architecture, administrative services or related areas is required.
• Fluency in English is required.
• Fluency in oral and written Pashto and Dari is required.

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.

Salary

The salary for this job should be more than 1,970 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting This position is located within the United Nations Assistance Mission in Afghanistan (UNAMA), Kabul. The incumbent will report to the Facilities Management Officer.

Responsibilities Under the guidance and supervision of the Facilities Management Officer and the overall supervision of the Chief Engineer or his designated official, the incumbent will be responsible for the following duties:

• Providing administrative assistance to Chief , Engineering and Facilities Management Section (EFMS) regarding the ongoing projects in the mission.
• Establishing plans for carrying out projects as requested, considering manpower, supplies and time required.
• Distributing the tasks to the different staff and contractors involved. Contacting the different offices for supplies and services required. Coordinating between the different resources. Monitoring the ongoing process and working out the difficulties that might arise along the process.
• Plans, schedules, and supervises construction, repair and maintenance of buildings, infrastructure and premises in the mission area.
• Carries out alteration, renovation and security improvement works in existing buildings and any infrastructure in the compounds.
• Process accommodation booking based on availability in consultation with key stake holders of the Mission including senior management.
• Facilitate the check-in/Checkout process for incoming/outgoing staff members and facilitate their initial movement within the camp.
• Perform service delivery, sales order and invoice processing in Umoja/SAP system.
• Provide weekly/monthly accommodation statistics including weekly forecast to the Mission Management.
• Ensure all transit accommodations are cleaned and maintained well for incoming staffs including the senior management rooms.
• Coordinate with other units in EFMS to ensure all new accommodations are furnished and ready for occupation in a timely manner.
• Reviewing all incoming requests and deciding on the priority of tasks to be accomplished together with Chief of Section. Checking the areas concerned and advising the relevant staff to provide the required maintenance.
• Monitoring service contracts, in terms of supervising contractors, services rendered, and funds involved.
• Drafting the service contracts including cleaning, laundry and dining contracts and ensuring the maximum benefit to the UN. Coordinating with the procurement unit in finalizing the contract.
• Reviewing and checking the work provided by the contractors in accordance with the need of the mission.
• Reviewing areas that need more attention other than the routine daily work for cleaners and advising their foreman on schedules in the cases of meetings, conferences, functions, moving offices or conducting maintenance work in some offices.
• Checking the invoices submitted by the contractors in terms of the work provided in line with the contract, and ensuring accuracy of prices, and availability of funds. Signing the correct invoices that services arc satisfactorily rendered prior to certifying them by Chief of Section.
• Providing logistics support to all ongoing daily briefings and conferences in mission HQ. Ensuring that conference rooms are available for the meeting/conference. Advising IT and communications on any equipment to be installed and ensuring proper installation and functionality.
• Advising Chief of Warehousing on stationery and furniture required, and ensuring proper setting and availability of materials requested. Ensuring that beverages and snacks are made available, as well as proper and quiet atmosphere around the occupied areas.
• Providing logistical support to claims officer with regards to write off cases.
• Providing logistical support in cases of emergencies and evacuations.

• Other duties and responsibilities.

  Competencies Professionalism :Shows persistence when faced with difficult problems or challenges. 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.

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.

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.

Technological awareness: Keeps abreast of available technology. Understands applicability and limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.

Education High school diploma or equivalent is required or a first level university degree in Civil Engineering is desirable.

Work Experience A minimum of five (5) years or with a relevant bachelor degree, three (3) years of progressively responsible experience in facilities management, building construction, building management, engineering, architecture, administrative services or related areas is required.

Languages English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required. Fluency in oral and written Pashto and Dari is required.

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

Special Notice This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

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.

Potential interview questions