Project Management Assistant

Contract

This is a Consultancy contract. More about Consultancy contracts.

Result of Service

Reporting directly to the Senior Construction and Facilities Management Associate (SCFMA), the incumbent will be responsible for the direction, coordination, implementation, execution, control and completion of assigned projects, ensuring consistency and compliance with Bureau of Administration and Services (ADB) policies, commitments and goals. This incumbent is responsible for completing projects on time, within budget allotments and to approved specifications. To this end, the incumbent performs a variety of tasks including, but not limited to, coordinating with stakeholders; setting deadlines; assigning responsibilities; monitoring and communicating the progress of the projects.

Work Location

Montreal

Expected duration

Six (6) months with the possibility of an extension up to 11 months.

Duties and Responsibilities

THE ORGANIZATIONAL SETTING The Safety, Security and General Services Section (SSG) is responsible for the planning, coordination and management of conference and office services, commissariat operations, rental of office space and conference rooms, inventory, as well as overall building management, including liaison with the building administration in relation to office management, maintenance and construction services, and distribution of publications and other documentation to the Secretariat, Delegations, meeting participants and other customers; management and provision of stationery supplies for the Secretariat. MAJOR DUTIES AND RESPONSIBILITIES Function 1 Provides administrative support to ensure the logistics and resources allocation for project implementation in coordination with GFM, achieving results such as: • Prepare or assist in reviewing projects’ requirements by analysing content of requests. • Prepare or assist in drafting and/or sending e-mails and letters in order to provide a timely reply to stakeholders. • Process requisitions for goods and/or services. • Process Direct Purchase Orders (DPOs) in accordance with the ICAO Procurement Code, by raising requisition or ensuring completion of request. • Coordinate with stakeholders regarding the collection and dissemination of data related to the project(s). • Assist in the request for costing of projects, by coordinating with internal colleagues and PSPC. Function 2 Prepares, or assists in reviewing and finalizing, project documents related to SSG activities; achieving results such as: • Develop documentation related to the business of the SSG team. • Maintain focus on process analysis with an understanding of technical problems and solutions and the relationship to the business environment. Function 3 Contributes to the management, assignment and monitoring of tasks related to the preparation of reports and closing projects, achieving results such as: • Maintain project tracking system by preparing draft reports as required. • In support of the SCFMA, prepare or assist in reviewing correspondence including memoranda, reports, and working papers on a timely basis. • Assist in the closing of operationally or financially completed projects in a timely manner, in accordance with ICAO procedures. • In support of the SCFMA, ensure operational completeness of project activities and associated project terminal reports. Function 4 Participates in coordination meetings for the preparation of a variety of Headquarters projects, achieving results such as: • Preparation of project-related documents and implementation plans. • Preparation and dissemination of up-to-date information to stakeholders on the availability of project-related activities and documentation. Function 5 Performs other related duties as assigned, achieving results such as: • Support GFM in ongoing daily provision of facilities service-related activities.

Qualifications/special skills

Educational background Essential • A Diploma of College Studies (DEC) in architecture / drafting / project management or related field is required. Desirable • Certification in project management methodologies and tools; preferably Prince II and MS Projects. Professional Experience: Essential: • At least 2 years of relevant, professional experience in the field of facilities management / services. • Ability to create space planning, read and interpret architectural plans as well as electrical and mechanical plans. • Familiarity with contemporary Information Technology applications supplemented by in-depth knowledge of specific product: AutoCAD is mandatory. Skills: • Technical skills, creativity and good analytical skills. • Strong organizational and time management skills. • Exceptional communication skills - both written and verbal. • Strong interpersonal skills.

Languages

Essential Fluent reading, writing and speaking abilities in English and French is required. Desirable A working knowledge of an additional language of the Organization (Arabic, Chinese, Russian, or Spanish) is an asset.

Additional Information

It should be noted that this consultancy is to be filled for an initial period of six (6) months with the possibility of an extension up to 11 months. Please note that the monthly rate for Band A varies from $3,991 to $ 5,172.

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.