Senior Facilities Management Assistant

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education.

Salary

The salary for this job should be more than 2,325 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 The mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote sustainable and inclusive development and regional connectivity in the Asian and Pacific region. ESCAP’s role as a regional development arm of the United Nations Secretariat is to support its membership with policy-oriented research and analysis, normative support and technical assistance and capacity building, to respond to the development priorities and changing needs of the Asian and Pacific region.

This position is located in the Building Management Sub-Unit of the Facilities Management Unit, Division of Administration. The Facilities Management Assistant reports to the Chief of the Building Management Sub-Unit, Facilities Management Unit.

Responsibilities Within delegated authority, the Facilities Management Assistant will carry out the following duties:

• Coordinates construction, repair, maintenance and installation of conventional buildings, temporary buildings, infrastructure within the ESCAP compound and sites and premises including grounds in the purview of ESCAP.
• Coordinates maintenance services of installations, systems, and equipment throughout the buildings.
• Coordinates general facilities support services with other UN and non-UN entities to ensure efficiency and effectiveness of the support services provided to clients according to the agreed service level agreement.
• Plans construction and renovation projects, including conceptual design, identification of design parameters, analysis of functional/special needs and recommendations on alternative solutions.
• Reviews contractors' invoices and assists with cost recovery as required.
• Prepares scopes of work and technical specifications including engineering drawings, bill of quantity and cost estimates for construction/modification/alteration works taking into consideration the interpretation of building codes for construction, health and fire safety.
• Carries out technical evaluation of offers and, after contract has been awarded to successful contractor, supervises coordinates and monitors implementation of contract and progress of work to ensure compliance with drawings and specifications and determines justification for technical changes to the contract and prepare progress reports.
• Participates with management to discuss, inter alia, the formulation of new or revised procedures and practices; assesses their practicality and makes recommendations for further actions; establishes procurement filing systems and databases to support management decision-making; provides reference information to requisitioning offices within the unit upon request; ensures that Sub-Unit’s Standard Operating Procedures (SOPs) are updated and in line with building management best practices.
• Liaises with Safety and Security, and OSH for occupational health and safety inspections of premises; reports and investigates accidents and recommends correction of safety or fire hazards.
• Assists in identifying common issues and best practices, making strategic recommendations and developing a plan to achieve objectives and increase efficiency.
• Drafts responses to the board of auditors, OIOS and Joint Inspection Unit (JIU) on audit-related issues and additional information requests on construction and common service subjects/studies in the JIU work programmes as required. Monitors the implementation of internal and external audit recommendations.
• Drafts status reports, briefing papers, updates and ad-hoc reports on status of the various stages of the planning, design, construction, environment, safety-related projects and common-service aspects of the building management as required, communicating findings, recommendations, analysis and concepts to the Chief of Building Management Sub-Unit as appropriate.
• Reviews proposals for construction of new or upgrading facilities to ensure conformity with approved space and safety standards, building construction guidelines and legislative policies/recommendations and draft comments/recommendations.
• Assists in the implementation of work plan of the Building Management Sub-Unit and in managing the resources, and participates in the preparation of annual budget and spending plan of the Facilities Management Unit.
• Supervises and reviews work completed by general service staff of the Building Management Sub-Unit, and contractors, to ensure correctness and accuracy of all submitted records/incoming document, such as maintenance and service delivery reports, payment claims, request for service, and other correspondence.
• Coordinates specialized needs for special events or special construction and operational issues.

• Performs other related duties as required.

  Competencies - Professionalism: Thorough knowledge of building services and systems issues, building operations and analysis and design techniques, contracting standards. Demonstrates skill in building services operation and monitoring. Good knowledge in Building administration. Good analytical and problem-solving skills and ability to handle a wide range of building services projects. Knowledge of the Organization’s rules and regulations as they pertain to building management and of industry codes and standards. Knowledge of the Organization’s financial rules and regulations, as well as budgetary, administrative procedures, policies and directives. Ability to read and interpret architectural floor plans. 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.

• Planning & 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.

• 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.

  Education High school diploma or equivalent is required. A first-level university degree is desirable.

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

  Relevant IT experience, including familiarity with Microsoft Office 365 and web-based applications, is required.

  Experience in the coordination of multi-skilled technical teams is highly desirable.

  Experience with an Enterprise Resource Planning (ERP) system, preferably UMOJA (SAP) as related to Facilities, is desirable.

  Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. A working knowledge of Thai is highly desirable. Knowledge of another official United Nations language is an advantage.

  Assessment Qualified applicants may be evaluated through a competency-based interview and/or other assessment methods.

  Special Notice Appointment against this post is on a local basis; candidates shall be recruited in the country or within commuting distance of the ESCAP office, irrespective of nationality and length of time the candidate may have been in the country. If no suitable local candidate is identified, candidates located elsewhere may be considered. The candidate is responsible for any expenses incurred in taking the relevant examinations at the duty station, and of any costs related to traveling and relocating to the duty station in the event of an employment offer.

Must have passed the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.

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.