Facilities Management Assistant [Temporary]

Org. Setting and Reporting

This position is located in the Planning, Design and Construction Section (PDCS), Facilities and Commercial Activities Service (FCAS) of Division of Administration (DOA) in the Department of Operational Support (DOS).

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. The Planning Design and Construction Section (PDCS) manages construction and renovation projects, office space and office alterations, official gifts and artwork.

The incumbent reports to the Chief of PDCS.

Responsibilities

Within delegated authority, the Facilities Management Assistant will carry out for the following duties:

• Plans, schedules, and supervises construction, repair, maintenance and installation of conventional buildings, temporary buildings, infrastructure and sites and premises including grounds in the UN Headquarters and other off-site leased areas; coordinates maintenance services of installation systems and equipment throughout the complex.
• Plans, schedules, supervises and manages staff relocation and office moves; coordinates with requesting departments when requirements change and suggests alternatives or interim solutions.
• Receives, analyses and reviews service requests submitted to the unit, determines priority of work, plans and prepares work orders, assigns work and follows up on service complaints. Coordinates with requesting departments in case of changes in requirements and suggests alternatives or interim solutions.
• Evaluates the functional needs of the department and reviews staffing diagrams, analyzes the workplace requirements, formulates and executes plans.
• Reviews contractors' invoices and assists with cost recovery as required.
• Carries out technical assessments of existing buildings and infrastructure.
• Assists the supervisor in preparing draft proposals for construction and alterations work including preparation of construction drawings, technical specifications, bills of quantity and cost estimates.
• Conducts technical reviews of offers submitted and studies drawings and sketches for review and discussion to determine extent of work required; presents alternatives as solution of problems. Accompanies all contractors to job locations, clarifies drawings and specifications after contract has been awarded to successful contractor.
• Supervises and coordinates with contractors performing construction and alteration work to ensure that quality of services performed by the contractors is in accordance with set terms and conditions, codes and standards, health and safety regulations and objectives.
• Coordinates project activities among outside contractors, in-house shops and departments; performs on-site monitoring during implementation of projects to ensure adherence to contract, progress of work in accordance with schedule and budget and compliance with drawings and specifications. Prepares progress reports on projects as required.
• Performs final inspection, supervises the commissioning of the work, claims operation manuals/warranties if required and shop drawings for files, informs supervisor of completion of work and ensures that all records are kept for future reference.
• Prepares and writes requisitions for purchase of equipment, material, spares, etc.; reviews and evaluates offers and coordinates with procurement unit to provide technical briefings on-site to proposed vendors prior to bidding.
• Prepares scope of services for professional architectural or engineering on-call contractors, assesses technical qualifications, supervises preparation of design documents and evaluates their performance.
• Provides support services to conferences and meetings, in coordination with Conference Services and other requesting departments and maintains liaison with focal points.
• Participates in the preparation of cost estimates of biennial budget and spending plan related to the Unit accounts. Prepares yearly budget estimates and monthly tables of prorated charges for common services, and monthly/yearly consumption and expenditure tables as well as charts of general operating expenses.
• Suggests ways to institute control and methods to improve service and reduce cost for the United Nations.
• Coordinates with Special Events unit, Security and Safety on their investigation on safety and fire hazard situations associated with occupancy in UN buildings.
• Assists the supervisor in preparing reports and schedules on space usage, building efficiency and lease contract management to be shared with the stakeholders as needed.
• Participates in initiating potential sustainability projects for the UN complex.
• 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. 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 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.

Education

High school diploma or equivalent.

Work Experience

A minimum of 7 years of experience in facilities management, space planning, engineering, architecture or related area is required.

Experience in using architecture design software such as AutoCAD or similar programme is required.

Experience in contract management is desirable.

Experience coordinating flexible workspace planning is desirable.

Experience in an Enterprise Resource planning System, such as Umoja or an equivalent, is desirable

Experience in Computer-aided Facility Management (CAFM) is desirable.

Languages

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

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 six months.

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. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.

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.

Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 of ST/AI/2010/4 Rev. 1. below and staff rule 4.16 (b) (ii). For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments.

While this temporary job opening may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

Staff members are not eligible to apply for the current temporary job opening if they are unable to serve the specified duration of temporary need before reaching the mandatory age of separation. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a c
cost-effective and operationally sound solution to meet the needs of the service.

Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

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.

***The selected candidate must meet inoculation (vaccination) requirements against SARS-CoV-2 (Covid).***

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.