FACILITIES MANAGEMENT ASSISTANT
Org. Setting and Reporting
This position is located in the Resources Management Team (RMT), General Support Services (GSS), Division for Management (DM), United Nations Office at Vienna (UNOV). The incumbent will work under the direct supervision of the Senior Finance and Budget Assistant, and the overall guidance of the Chief, GSS.Responsibilities
• Assist in planning and allocation of office space for UNOV/UNODC and Vienna-based satellite offices.
• Review incoming requests for facilities’ adjustments, maintenance, and refurbishment of office space, including assignment of office furniture and equipment.
• Monitor work performed by UNIDO’s Building Management Services on behalf of UNOV/UNODC to ensure timely completion of projects.
• Maintain the Real Estate module in Umoja and advise UNOV/UNODC Vienna and UNODC Field Offices on recording accurate data in a timely manner.
• Assist in the preparation of reports on UNOV/UNODC facilities, checking data for accuracy and making calculations on operational expenditure.
• Create, maintain and monitor project files, including the upkeep of team’s filing system.
• Assist in reviewing invoices from the United Nations Industrial Development Organization (UNIDO)/Buildings Management Services (BMS) and vendors.
• Control stock of office supplies and furniture for the Section and initiate purchase of supplies and furniture for UNOV/UNODC.
• Perform wide range of office support and administrative functions including monitoring Section’s processes and schedules, compiling and organizing of information and reference materials, providing support for Section-internal meetings, preparing presentation materials.
• Create Shopping carts and Low Value Acquisitions (LVA/PO) and raise Service Entry Sheets (SES) in Umoja.
• Assist colleagues in Inventory and Supplies in finalizing cost-distribution for payment of monthly vendor invoices and subsequent submission for payment.
• Assist in authorizing daily shipments in DHL Intraship and provide advice to new users.
• Provide assistance as alternate Time Administrator for the Section.
• In absence of the Building Services Assistant or the Administrative Assistant act on their behalf in communication and information sharing with UNOV/UNODC offices.
• Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assist with visualizations and updating information material such as web pages or brochures.
• Perform other work-related duties as assigned.
• Professionalism: Has knowledge of general office procedures. Has knowledge of the Organization’s rules and regulations as they pertain to building management and industry codes and standards. 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 & 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.
• 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 audience; demonstrates openness in sharing information and keeping people informed.
High school diploma or equivalent is required.
A minimum of three years of experience in administrative services, preferably in facilities and property management, is required. The minimum number of years of relevant experience is reduced to one for candidates who possess a first-level university degree or higher.
Experience in providing administrative support to senior staff, preferably within the United Nations system or in a multicultural environment is desirable.
Experience in the use of MS Office and SAP/Umoja is desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of German is desirable. Knowledge of another United Nations official language is an advantage.Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by 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.
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.
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.
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