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Facilities Manager , Multiple positions

Multiple locations

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Multiple locations
  • Grade: Mid level - IICA-2, International Individual Contractors Agreement
  • Occupational Groups:
    • Architecture, Building and Property Management
    • Administration
    • Managerial positions
  • Closing Date: Closed

Background Information - Job-specific

The UK MOD have partnered with UNOPS to provide support services to their troops located in three locations in South Sudan.  To this end, in Malakal and Bentiu UNOPS has Facility Managers to manage sub-teams of the Project Management Team (PMT) – to ensure the timely delivery of quality services to the British Army’s Royal Engineers and support troops. 

It is intended that these two posts will be part of an existing three person Facility Managers’ (FM) team, with the specific brief to create greater capacity and focus to the smooth management of the 156 strong teams across these locations.  The post holder will be expected to spend the majority of their time in one or other of the two locations, but will also periodically work in the alternative base.

Reporting to, and with the support of, the Project Manager (PM), the Facility Manager will manage up to seven International supervisor managers and 90 National personnel. The majority of these personnel are not contracted directly by UNOPS, but are line managed by UNOPS.

In each location UNOPS’ client managers liaise daily with the FM’s to maintain, develop or enhance those Services delivered everyday: camp cleaning; waste management, kitchen assistance services, vector and vermin control; ablution cleaning; black and grey water system development and management; water production; reprographic support, Internet services, laundry Services and a host of associated additional ancillary services.  These are monitored and maintained 24/7/365.  UK standards apply to each service, thus an in-depth knowledge is required of the management standards to implement these services for camps operating in harsh, complex environments – and the FM will be responsible for instituting best practices to maintain these to ensure the delivery of quality controlled services.

The FM will be required to manage the day to day activities of an international and national team, comprised of supervisor managers, team leaders and labour, being responsive and reactive to routine and special requests from our partner and client – the British Army.  He/she will ensure that personnel are correctly trained and managed to deliver the service activities concerned, making sure that all activities are managed within the quality tolerances and standards stipulated by the PM and client. 

On behalf of the PM, the FM will line manage all UNOPS/CTG personnel in his/her location, regarding their personal requirements, professional conduct and security, liaising closely upon each of these with the PM – and where necessary with the client on a daily basis.  This will include a particular focus to the training of all Locally Employed Contractors, with accurate records being kept.

The FM will be required to manage and monitor all FM activities in each location, responsive to clients’ needs and affording sufficient flexibility to ensure services are provided throughout, to be delivered within the regulatory envelope of UNDSS security instructions, UNOPS financial regulatory requirements and administrative instructions, human resource, national workplace labour laws.  These are to be delivered with as comprehensive an understanding of the environment as possible, in order to ensure customer service is second to none. 

The success of the project largely depends upon the FM’s ability to manage and deliver all services and contracted services – and to deliver these to the standards required.  As the maintenance of the camps and facilities will rely upon a number of external suppliers, the FM may be required to manage a range of discrete work packages by contractors.

Functional Responsibilities

The Facilities Manager will work under the direct supervision of the Project Manager.  She/he will be responsible for, but not limited to, the following functions and responsibilities:

Stakeholder Management:

  • Establish a solid and fluid working relationship at local level with clients, key stakeholders, and end users;
  • Alert the PM on issues that may impact the achievement of the project’s outcomes (including issues of sustainability and post project requirements such as maintenance); and,

Facilities Management:

  • Manage daily operations and assess and solve operational needs through the implementation of the operational strategies and procedures established within the project plan.
  • Implement approved project plans within tolerances set by the PM;
  • Develop and maintain facility maintenance plans and communicate to PM any deviations from such plans;
  • Manage the attainment of the agreed deliverables, taking responsibility for overall progress and use of resources and initiating corrective action where and when necessary;
  • Forecasting what resources are required to achieve required tasks and work packages;
  • Authorise tasks and work packages as per Standard Operating Procedures (SOP);
  • Manage and review product quality and ensure products are accepted;
  • With the aim of reducing operating costs while increasing productivity, implement SOP or advise on the development of new SOP’s or their adaption to the local context;
  • Manage directly, through appropriate delegation of tasks, all related activities connected with the implementation of the required camp management services in the facilities under his/her responsibility. These may include any of the following services, but are not limited to the following:

-          Facilities maintenance and repair

  • Maintain accurate site plans including buildings, roads, parking and boundaries;
  • Carry out a ‘Condition Survey’ to assess the general condition of the site to assess priority actions to be implemented;
  • Produce accurate and up to date asset registers to tertiary level; and,
  • Produce, as requested, short-term, and/or long term ‘Planned Maintenance Programme’ (PMP) including cost estimates;

-          Camp grounds maintenance;

-          Vermin and Vector control;

-          Indoor and outdoor cleaning;

-          Maintenance of mechanical plant and equipment, sometimes requiring a high degree of ingenuity with limited access to spare parts;

-          Cleaning and laundry services;

-          Bulk liquid storage (e.g. water);

-          Maintenance of ablutions;

-          The provision of Wi-Fi internet;

-          Solid and liquid waste management and disposal (garbage collection and disposal services);

-          Minor repairs or general handyman services upon request and any other tasks established in the Technical Agreement, or agreed by the PM.

  • Liaise with services providers and monitor (including the review of performance through Key Performance Indicators and Service Level Agreements) the implementation of the contracts of external suppliers for the delivery of the above services and advise on, and negotiate if required, the improvement of said contracts;
  • Review cash in hand and keep records of all local project expenditure or payments

Procedures:

  • Follow the established management systems instructions and ensure that all organizational policy is complied with (Organizational Directives and Administrative Instructions)
  • Provide timely and accurately to the PM all the necessary information for the preparation of Project Management Cycle reports and documentation;
  • Follow SOP’s for the issuance and implementation of tasks and work packages;
  • Promptly complete timesheets for personnel, to ensure that payments to contractors and personnel are received on time;

Personnel Management:

  • Manage and coordinate all personnel to deliver services;
  • To lead and motivate the team;
  • Conduct and then manage training and refresher training for all personnel;
  • Ensure that the behaviour of all personnel is maintained to the standard required by the PM;
  • Ensure that performance reviews are conducted;
  • Identify and develop outstanding staff - and bring them to the attention of the PM;
  • If requested by the PM, represent and/or manage the PMT – as required; and,
  • Ensure the safety and security for personnel as required under UNDSS directives.

Deliverables:

  • Regular and constant updates (written and oral), addressing progress, Risks and Issues;
  • Maintain an up to date local Risk and Issue register for the PM;
  • Day to day oversight of all activities on site, always fully briefed about all activities.

Core Values and Principles:

  • Understand and respect UNOPS sustainability principles:

-          Look at opportunities to embed UNOPS sustainability principles in day to day facilities management;

-          Seek opportunities to champion gender equality within the work place;

  • Understand and Respect National ownership and capacity:

-          Seek opportunities to recruit qualified local staff;

-          Look to build the capacity of our local counterparts.

  • To embrace accountability for all outputs and the use of resources

Excellence

Contribute to innovation and the adaptation of best practice standards of sustainability and quality. 

Education/Experience/Language requirements

Education

  • Advanced University Degree/Master degree in Project Management, Business Administration, Engineering, Political, Security,Development Studies, or related field.
  • A first level university degree/Bachelor combined with 2 additional years of relevant experience will substitute the requirement for an advanced degree.
  • A Technical/Professional Diploma with an additional 4 years’ experience may be accepted in lieu of the advanced degree.
Experience

  • Minimum experience of 5 years  is required in leading operations in a facility or project.
  • Knowledge of the UN system and familiarity with UNOPS procedures is an advantage.
  • Proven management and leadership skills appropriate to a large and diverse team desirable.
  • Experience working in conflict or post-conflict environments desirable.
  • Skills in premises management, quality control and operations management is required.
Certification
  • PRINCE 2 qualification is an advantage
Languages
Fluent working knowledge of English is required

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Additional Considerations

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Contract type, level and duration

Contract type: International Individual Contractor Agreement
Contract level: I-ICA 2
Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’


For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

Background Information -South Sudan

The UNOPS South Sudan office helps a wide range of local and international partners improve the lives of the South Sudanese people by implementing infrastructure and procurement projects. All UNOPS operations have an increasing emphasis on developing national capacities and considering gender, environmental and community concerns. UNOPS is working in a range of sectors in South Sudan including: transport, education, health, post-conflict stabilization and emergency response.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.


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