Facilities Management Assistant

DPKO have partnered with UNOPS to provide camp support services in 10 locations in South Sudan.  The purpose of this position is to assist the International Facilities Manager to manage such camps and facilities in this country, to maintain them in good, usable and hygienic condition – meeting the required workplace regulations and health and safety standards – to support the performance of end users’ personnel and operations, whilst providing an appropriate quality of life.

The Facilities Management Assistant (FMA), under the overall supervision of the Project Manager (PM), shall report directly to the International Facilities Manager (FM), is responsible for performing the following duties and responsibilities:

Under the guidance of the Facilities Manager and in close coordination with the supervisors, ensure that all day to day UNOPS camp facilities management activities including: indoor and outdoor cleaning, laundry services, waste management and disposal, fumigation and pest control, camp beautification and gardening, tyre repair and car wash services, minor repair and handyman activities, and other ad hoc activities as requested by UNMISS counterparts are implemented properly and to the satisfaction of the client.

• Draft weekly reports and share with the Facilities Manager for subsequent review and distribution to the various stakeholders;
• Monitor the receipt and consumption of cleaning materials and miscellaneous supplies in the field location on a stock tracking records and submit periodic reports of the same to Juba; in consultation with the FM, compile reorder quantities and submit requests for cleaning materials and various supplies for the camp management services; coordinate with Juba project team to receive the cleaning materials and supplies dispatched from Juba;    
• Assist in managing the project allocated vehicles and other assets by maintaining proper registers; in coordination with UNMISS counterparts ensure the timely repair and maintenance of the assets, maximizing operational efficiencies to the project implementation;
• Assist in managing the project Human Resources at the camp; ensure that attendance sheets are regularly and properly signed by the camp management personnel; maintain proper records for tracking personnel annual and sick leave, maternity leave and absences;
• Assist the FM with the preparation of LICs rosters, work schedules, leave plans, etc.;
• Assist in the recruitment, training and supervision of local individual contractors (LICs);
• Assist the FM in the completion of periodic LICs Performance Evaluation for submission to the Project Office in Juba;
• When authorized, serve as Petty Cash/Operational Advance Custodian and make disbursements from Petty Cash or Operational Advance funds; maintain records of these disbursements and reconcile the accounts and request replenishments as required;
• Maintain proper project files to store documents in accordance with UNOPS archiving guidelines;
• Perform other duties assigned by the Facilities Manager to support the project implementation in the field location as required.

Stakeholder Management:

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

Monitoring and Progress Controls

• Day to day administrative support provided to the project team;
• Satisfactory performance on daily basis.

Deliverables:

• Requested tasks are delivered in a timely and efficient manner and according to UNOPS procedures to meet project requirements;
• Accurate, well organized and complete information and records;
• Client satisfaction based on feedback and performance indicators.

Education

• Secondary School Education is required;
• Technical Diploma or Bachelor’s degree in Business Administration or Public Administration, Logistics or related fields is an asset.

Certification:

• Indoor or outdoor cleaning, laundry services or fumigation services training certificate is an asset.

Work Experience

• Minimum 5 years work experience in premises and/or facilities and/or camp management and/or administration is required;
• Skills in premises management and cleaning services is required;
• Knowledge of camp management services within a UN mission or NGO highly desired;
• Good inter-personal and communication skills in a multicultural environment is an advantage;
• Supervisory experience is desired;
• Knowledge of UN system and familiarity with UNOPS procedures will be considered an asset;
• Experience in logistics desired.

Language

• Fluency in written and oral English is essential;
• Knowledge of Arabic language desired.

• 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.

 UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.