Senior Facilities Management Assistant (3 Posts)

Org. Setting and Reporting

This position is located in the Special Events Unit (SEU) of the Plant Engineering Section (PES), Facilities and Commercial Activities (FCAS), Division of Administration (DOA), Department of Operational Support (DOS). The incumbent reports to the Chief of the Special Events Unit (SEU). Under the direct supervision of the head of the Special Events Unit, the incumbent is responsible for the implementation of all the elements involved and services required in support of “Special Events” held at the UN as well as the preparation of facilities to host major Conferences and Special Sessions of the General Assembly at locations away from Headquarters.

The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration.

Responsibilities

Within delegated authority, the Senior Facilities Management Assistant will be responsible for the following duties:

A. Review of request for Special Events
1) Reviews requests from sponsors to hold events on the United Nations premises and determines if the proposed event meets the criteria contained in written and unwritten directives pertaining to what is or is not permissible at the UN.
2) Makes recommendations to the Head of Unit regarding the approval or disapproval of events and provides rationale for the action recommended.

B. Information gathering and pre-event coordination
1) Under the direction of the Head of Unit and of the Director of the Division of Administration (DOA), the incumbent is responsible for convening and chairing coordination meetings, bringing together the sponsor, which may be a UN Department, UN Agency, Permanent Mission or other related entity, with external contractors and UN service providers.
2) Guides service providers and sponsors towards agreement on the scope of event and the details of the services to be provided. These services may include video conferencing (one way, two way or multi sites), web-casting, other video services, audio services, television coverage, photography, preparation or construction of elaborate sets, stages, and displays, or any combination of the aforementioned services.
3) Coordinates catering, cleaning, security and other UN provided services.
4) The incumbent is also responsible for key activities which may include: contacting event sponsor/organizer; convening coordination meeting(s); establishing parameters for the event; reporting to Head of Unit and senior DOA management; consulting with service providers for estimates of costs; providing estimates based on requirements; communicating with event sponsors and service providers as event approaches; revising event plan(s); access route(s) based on circumstances which develop after final meeting; issuing work orders to internal service providers and advising all service providers of the chronology of installations/preparations.

C. Overseeing of events
1) Ensures that all arrangements agreed to by service providers are delivered. The incumbent must also be able to make immediate modifications to the agreed plans and find technical and other solutions for unexpected problems or last-minute requests and provide logistical assistance at the time the event occurs. This, in many cases, involves communicating with high-level officials outside normal office hours when other staff members are not necessarily available for consultation or guidance.
2) The incumbent is also responsible for key activities which may include: handle any deliveries, space preparatory work prior to event; remain on-site as event set up begins; ensure assigned personnel are aware of previously agreed upon duties/responsibilities; revise event plan(s) based on changing circumstances; ensure activity takes place as agreed/approved; at event conclusion, ensure that space is reset as required, guests depart facility, and oversee load-out of materials as required.

D. Budgeting, billing and contract management
1) Review requirements, create a budget based on schedule and estimated resources needed across multiple departments.
2) Track progress and account for changes.
3) Create a sales or service order based on charges incurred.
4) Ensure cost recovery, tracking payments and following up with outstanding invoices.
5) Keep current with industry costings, assess needs for outsourced services, and create preliminary RFPs for procurement.
6) Supervise outside contractors and sign off on work completed.

Competencies

Professionalism: 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.

Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style, and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

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.

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 a client informed of progress or setbacks in projects. Meets timeline for delivery of product or services to client.

Education

High School Diploma or equivalent is required.

Work Experience

A minimum of 10 years of professional experience in facilities management, building management, or administrative services is required.
Experience in coordinating special events including installation of exhibits or preparing facilities for major conferences or concerts is desirable.
Experience in client services in a multi-cultural setting is desirable.
Knowledge of the latest audio-visual and meeting management technology is desirable.
Experience handling cost recovery process is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in 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

Appointment or assignment against this position is for an initial period of one year. The incumbent of this position must be mobile and able to personally visit various locations at UNHQ to set-up and oversee events. The work place may, on occasion, include overseas official travel. The selected candidate must be available to work on changing shifts, overtime and on weekends as required.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the 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.

An impeccable record for integrity and professional ethical standards is essential.

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.