Facilities Management Assistant

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

UNAMA is a political mission that provides political good offices in Afghanistan; works with and supports the government; supports the process of peace and reconciliation; monitors and promotes human rights and the protection of civilians in armed conflict; promotes good governance; and encourages regional cooperation.

Under the direct supervision of the Chief Facilities Management Unit, and overall guidance of Chief Engineering and Facilities Maintenance Section, the UN Volunteer will undertake the following tasks:

• Provide an effective front desk service for Facility Management Unit, including liaising with tenants, accommodation booking & maintenance management, and identication of the requirements related to their facilities. • Review maintenance requests from clients and coordinate with Building maintenance & Electromechanical unit, deciding on the priority of tasks to be accomplished together and advising the relevant staff about status of maintenance request. • Propose and manage cost-effective solutions in response to customer queries and complaints, where applicable, and forward to relevant unit and sections if it requires their attention. • Coordinate and monitor logistics support for accommodation and office supplies. • Coordinate with other units in EFMS to ensure all accommodations are furnished and ready for occupation in a timely manner. • Process accommodation booking based on availability, in consultation with Chief FMU and Chief Engineering Section, including Mission Senior Administrative Officer (SAO). • Facilitate the check-in/check-out process for incoming/outgoing staff members, VIP Guests, and visitors, and facilitate their initial movement within the UNAMA premises. • Perform invoicing in Field Support Suits (FSS Application) for UNAMA’s provided accommodation to AFP & Visitors who use the facility, maintaining the track records and ensuring that all the invoices are paid, and submitting monthly report to Chief FMU. • Manage booking of transit and vacant accommodations for UNAMA personal who are transiting to UNAMA-HQ (UNOCA), for leave/retreat/conference/meeting ensuring the transit rooms are cleaned and maintained for incoming staff. • Manage booking of transit and vacant accommodations of UNAMA field Offices to support Agency/Funds & Program (AFP) in coordination with respective Regional Administrative Officer (RAO). • Provide/generate weekly/monthly UNAMA’s accommodation utilization report, using statistics and including weekly forecast to chief FMU. • Create monthly UNOCA accommodation utilization report, and communicate with HR (Human Resource) section for rental deduction. • Monitor FMU service contracts (Cleaning& Gardening, Solid & Liquid waste Disposal, Fumigation Rodent and Pest Control) in terms of supervising contractors personal, services rendered, and funds involved. • Carry out daily inspection of UNAMA facilities -office, accommodation area, garden & open space- and ensure outsourced contractor’s personnel keep all facilities clean and hygienic. • Check/review the invoices submitted by the contractors, in terms of the service satisfactorily rendered in line with the established contract, ensuring accuracy of prices and submitting to chief FMU for verification. • Review/process Town Hall, Conference and meeting room bookings that need more attention than the routine daily work, and advise/task contactor’s supervisor briefing the schedule of meetings, conferences, and social events. • Provide logistics support for meetings & conferences in mission HQ, ensuring meeting & conference rooms are available. • Coordinate with Field Technology Section (FTS) for communication equipment, if required, ensuring proper installation and functionality. • Provide logistical support in case of emergencies and evacuations. • Train and guide EFMS-FMU outsourced service contract personnel (Cleaner, Gardener, maintenance Technician) for best practices on water conservation, solid waste segregation and composting biodegradable waste. • Other duties and responsibilities assigned & instructed by Chief EFMS and Chief FMU.

Accountability Adaptability and Flexibility Commitment and Motivation Managing Performance Planning and Organizing Professionalism Respect for Diversity Self-Management Working in Teams

the field of Hotel Management, Hospitality, Facilities and Camp Management; Experience in Training/Capacity Building, mentoring as he/she will be expected to build the capacity of national staff within the Facilities Management and Housekeeping Management.

Afghanistan is a hardship duty station with a volatile security. Living and working conditions for UN volunteers in UNAMA are similar to the living conditions of all other internationally recruited staff members. UN volunteers are provided with safe accommodation in an extensive compound in Kabul with good infrastructure and amenities. The mission has three compounds in Kabul: Compound Alpha, and UNOCA (UN Operational Complex in Afghanistan) the largest one.

UNAMA is located at the UNOCA compound on Jalalabad Road, at some distance from central Kabul.

Generally speaking stringent security measures are in place throughout the country and UN volunteers as other UN staff, are quite limited to duty stations when it comes to movement. Walking is virtually not allowed. The movement is done inside the “green zone” (only) in armored vehicles driven by national qualified UN drivers.

The single unit accommodation in UNOCA and other field locations are fully furnished; this includes, furniture, washing machine dryer, hot plate, iron and iron stand, microwave, plates, cups, spoons, cooking utensils, electric kettle. One bedsheet and pillow cover is provided. The monthly charge for UN provided accommodation is USD 300 which is deducted from the monthly Volunteer Living Allowance.

Inside the UNOCA compound are two cafeterias, a restaurant, a Supermarket and 3 small shops which provide a variety of imported canned and frozen food on offer. There is a Fresh vegetable market daily. There is also a social center, a gym hall and a small library with books and DVDs, run by the welfare Office, within the same compound. UNOCA has a new minimarket where basic goods can be bought also. There are also a number of UN cleared supermarkets in Kabul, in Jalalabad, and in Mazar-I-Sharif. The Volunteers are encouraged to bring their own towel and other personal accessories including toiletries and medicines which they may not find easily within the super markets inside the UNOCA Compound.

Some degree of medical service is provided in all UNAMA duty stations. There is a UN clinic in UNAMA/UNOCA complex and access is granted in Kabul to other private international clinics (when and if needed).

Contact with and outreach to the local community is usually limited. As mentioned, many places are off-limits and the choice of recreational facilities are very poor. For all these reasons, bringing a stock of books, computer games, etc., is highly recommended.

Summer in Afghanistan is hot and dry but winter is the opposite – cold and wet. Therefore, both summer and winter clothing, and comfortable boots with insulation are necessary.

Afghanistan is a unique country and UNAMA is a unique UN mission. It requires more stamina, commitment, and flexibility than elsewhere to make life comfortable. Therefore, flexibility and the ability and willingness to live and work in hazardous and harsh conditions involving physical hardship and little comfort are essential.