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. More about G-7 contracts.

Org. Setting and Reporting

The United Nations Joint Staff Pension Fund was established in 1949 by the United Nations General Assembly to provide retirement, death, disability, and related benefits for staff of the United Nations and other member organizations of the Fund. The Pension Fund pays benefits in 17 currencies to more than 80,000 beneficiaries who reside in 190 countries, and services more than 140,000 participants who work in the 25 member organizations of the Pension Fund. The Fund has offices in New York (United States) and Geneva (Switzerland) and two liaison offices in Nairobi (Kenya) and Bangkok (Thailand), respectively.

The United Nations Joint Staff Pension Fund-Pension Administration (UNJSPF-PA) comprises about 250 staff from diverse countries and cultures, based across four prominent duty stations (New York, Geneva, Bangkok, and Nairobi). We are a career employer offering unique opportunities for growth within the United Nations system. We offer staff competitive benefits, including up to six weeks of annual leave per year, a defined benefit pension plan (not subject to variation of capital markets), parental leave, a comprehensive insurance plan, and flexible working arrangements subject to operational requirements. Our office is located in the heart of Manhattan, within walking distance from the Grand Central Station hub, in a state-of-the-art facility (the One Dag Hammarskjöld building). Visit www.unjspf.org for more details.

This position is located in the Business Support Section. The Facilities Management Assistant reports to the Chief of the Business Support Section.

Responsibilities

The Senior Facilities Management Assistant will carry out the following duties:

• Coordinates construction, repair, maintenance and installation of conventional buildings, temporary buildings, infrastructure and sites and premises including grounds in the mission area. • Coordinates maintenance services of installations, systems and equipment throughout the office space. • Plans construction and renovation projects, including conceptual design, identification of design parameters, analysis of functional/special needs and recommendations on alternative solutions. • Reviews and verifies contractors' invoices and submits for payment processing. • 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. • Assists in developing standards for existing and future facilities and guidelines for the on-going management of office space. • Liaises with Safety and Security and building management for 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 programme as required, communicating findings, recommendations, analysis and concepts to the Chief of Section as appropriate. • Reviews proposals for rental/lease or construction of new facilities to ensure conformity with approved space standards, building construction guidelines and legislative policies/recommendations and draft comments/recommendations. • Assists in the implementation of work plan of the Section and in managing the resources and participates in the preparation of annual budget and spending plan of the Section. • Assists and supports the Business Continuity Planning efforts of the Organization. • Supervises general service staff of the Section. • Coordinates specialized needs for special events or special construction and operational issues. • Performs other duties as required.

Competencies

• Professionalism: 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.

• 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.

• 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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Certificate in Occupational Safety and Health (OSHA) is desirable.

Work Experience

A minimum of ten (10) years of progressively responsible experience in facilities management, building management, engineering, architecture, administrative services or related area is required. The minimum years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher.

At least 5 years of experience in commercial facilities is desirable.

At least 3 years of experience in handling procurement activities and contracts management is desirable.

1 year or more of experience in data analytics or related area is desirable.

Experience with sustainable facilities management practices is desirable.

Experience in a Pension Fund is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required; Knowledge of another official United Nations language is an advantage.

Assessment

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

Special Notice

This position has been proposed for reclassification from the G-6 level to a G-7 level which is subject to approval. Funding for this position is subject to GA approval and therefore, the selection and onboarding of the successful candidate may be expected in early 2024.

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. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

The applicable human resources procedures are governed by a Memorandum of Understanding (MoU) between the Fund and the UN Secretariat. Any candidate from a member organization of the UNJSPF applying for this post is considered as an internal candidate provided, he/she has been appointed through the appointment and promotion procedures applicable in his/her respective organization.

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.

By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.