FACILITIES MANAGEMENT ASSISTANT

Org. Setting and Reporting

The post is located in the Buildings Unit, Space Management and Programme Sub-Unit, Central Support Services, Division of Administration at the United Nations Office at Geneva. The incumbent will report to the supervisor of the Space Management and Programme Sub-Unit.

Responsibilities

Under the supervision of the chief of the Buildings Unit and the supervisor of sub-Unit, the incumbent receives, coordinates, process the works requests for move services, logistics support, removals and handling services as follows: Coordination and processing of moves and logistics requests and requirements: - Acts as focal point for gathering client requirements and facilitating the organization of major events such as cultural activities, ceremonies, cocktails, and conferences. The role entails coordinating with clients to understand their needs, logistic requirements and preferences which involves overseeing the allocation of common spaces and dedicated exhibition areas, ensuring optimal scheduling and monitoring, and liaising with both internal teams and external firms, including the UNOG movers. Additionally, the incumbent manages reservations for common spaces, maintains an updated calendar of activities, and ensures seamless execution of events in alignment with client expectations and organizational protocols. - Processes and coordinates work requests with clients, users and stakeholders in consultation with involved entities such as Cultural activities focal points, conference officers, protocol liaison person, SSS, ICTS and other departments as required. - Participates in the onsite coordination meetings to changes of layouts of conference rooms and the fittings of secretariat offices and touchdown offices. - Coordinates and schedule the moves of furniture, printed documents, publications, and transfer of archives including organization of furniture in storage rooms and the palletization of furniture at the end-of-life cycle for disposal and ensures implementation of moves, furniture deliveries and documents transportation. - In coordination with the Cultural Activities Services, the incumbent ensures the required actions for the assembly and dismantling of exhibition panels and all equipment, in line with the agreed plans or any other specific instructions of the organizing entities. Coordination of day-to-day moves and team supervision: - Coordinates the requirements, timelines with the clients, movers and external vendor. - Organizes, plans, schedules and records the requests and actions on the move schedule via Outlook planning and/or planning tools. - Organizes the work of the teams of movers. - Monitors and coordinates move and logistics activities. - Identifies and informs the supervisor of the required resources, equipment, tools and materials to undertake day to-day tasks and also to plan special activities requiring move services beyond the regular working hours. - Coordinates the interventions and supervise the works of the external mover’s contractor. - Manages and organizes furniture storage rooms. - Organizes, coordinates the write off and implements the evacuation of obsolete furniture. - Undertakes inspection of spaces before interventions and also check the compliance of completed works with the agreed configurations. - Performs inspections of furniture, maintains furniture inventory. - Ensures the installation of communication campaigns, displays, temporary signages and required information on events. - Performs interventions in case of accidents or incidents (water leakage, floodings, damages, broken windows, ...) - Drives the move truck as required for moving from the Palais des Nations to the Annex buildings to transport furniture, equipment, and documents. - Drives the move truck, after approval of supervisor, outside Geneva to support transport of materials and equipment of senior officials of the Organization. Monitoring and inspection of use of common spaces: - Performs regular checks of the common spaces at the Palais des Nations and annexes to ensure that the compliance of the spaces with agreed bookings, official circulars, norms of space utilization. - Ensures that the display and communication materials are up to date and are in line with UNOG standards. - Maintains the booking calendar of common spaces up to date and make the calendar available to the main stakeholders. Administrative tasks: - Processes, completes and closes work requests and completed activities through the dedicated software and tool. - Records, monitors, estimates and approves the number of hours performed or to be performed to support conference activities or special events. - Monitors the attendance of the UNOG movers team and supervises their day-to-day activities. - Participates in the performance management, career development and evaluation of the movers. - Follows up on furniture inventory. - Initiates write off requests for equipment and furniture.

Competencies

Professionalism: Knowledge of safety and security regulations, transportation methods, moving techniques, and the required equipment and materials. Ability to effectively plan and execute moving operations, including coordinating logistics, allocating resources, and ensuring compliance with UN rules, circulars and regulations. 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 and 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. 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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

A valid driving licence is required.

Work Experience

A minimum of five (5) years of experience in facilities management, building management, logistics and moves or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first level university degree or higher. At least two (2) years of experience in the United Nations Common System or a similar international organization is desirable. Experience in overseeing the use of common spaces in conference buildings, ensuring compliance with space utilization policies and building codes, and engaging with stakeholders is desirable. Experience in coordinating large international events with over 1,000 participants is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, Fluency in French and knowledge of English is required. Knowledge of another official UN language is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which will be followed by a 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. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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.