Hardship LevelH (no hardship)
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeGS5
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2023-07-01
Job Posting End DateMay 26, 2023
Standard Job DescriptionSenior Building Services Assistant Organizational Setting and Work Relationships The incumbent of the position deals with internal customers at HQ, Bureau or in field locations. The Senior Building Services Assistant is supervised by the Building Services Associate who defines general work objectives and provides necessary advice and guidance. The Building Services Assistant works within the Building Management Unit and provides smooth delivery of services to internal customers in an efficient, cost effective, service oriented and timely manner. The Senior Building Services Assistant has, in addition, regular work relationships with third party service providers. S/he provides support on routine and non-routine issues. When needed, the Senior Building Services Assistant proposes continuous improvement initiatives for a better management of the Unit. All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCRยฟs core values of professionalism, integrity and respect for diversity. Duties - Acts on all the assigned service requests, distributing the work between third party service providers when required. - Monitor regularly that all contracted service providers comply with the established terms of reference, and recommend corrective actions to ensure full client satisfaction. - Supports the supervisor in managing the purchasing of a large range of items and services required for the maintenance of the buildings. - Prepares and supports the organisation for all events and receptions at the headquarters premises, liaising with the requesting units to ensure all needs are looked after. - Supports the management, maintenance and control of official vehicles. - Handles transportation to and from a number of different locations to support any need of the organization. - When required, support to daily operation of the warehouse (receive equipment, material, catalogues in the warehouse and verifies against the purchase order, for damage/loss and proper record in UNHCR ERP system (MSRP); confirms arrival of equipment to all parties concerned; ensures proper storage of materials; prepares standard packing for shipments; informs field offices of shipment details and provide scanned copies of shipping documents; prepare insurance documents in case of loss or short landing; prepares forms for obsolete/broken equipment of which the section is the custodian; issues packing lists, prepare shipments, make bookings, and informs weight and volume and specific routing information; check invoices and waybills and settle invoices; undertakes physical inventory of the warehouse for all Property Plants and Equipment and Serially Tracked Items). - When required, prepares requisitions, ensure that purchase orders are issued and create receipts when goods and services are delivered. - When required, supports the work of the Mail and Stationary Unit. - Determines planning and delivery schedules to meet demand in the timeliest manner. - Verifies non-PO invoices for accuracy. - Issues requisitions and performs receipt in the UNHCR ERP system (MSRP). - Performs other related duties as required. Minimum Qualifications Years of Experience / Degree Level For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher Field(s) of Education Not specified (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses *Driving License (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential Experience in support services with exposure to building maintenance, financial management, logistics and procurement. Familiarity with ERP system supply chain and financials. Experience in supervision and management of staff. Desirable Knowledge of United Nations administrative, human resources and financial rules and procedures. Knowledge of Microsoft Office. Knowledge of local area building managementยฟs vendors and service providers highly desirable. Experience in liaison with a wide range of suppliers of goods and services. Functional Skills IT-Computer Literacy SC-PeopleSoft Supply Chain Management SC-UN/UNHCR Procurement Rules and Procedures FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other) (Functional Skills marked with an asterisk* are essential) Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English. All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise. This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Desired Candidate Profile Ideally the candidate should have:
Experience in progressively responsible functions in facilities management, project management, building maintenance, goods and services in the construction field in public, private sector and/or UN agency.
Ability and experience in performing building maintenance tasks, repairs, furniture moves and electrical cabling for staff. Ability to support, with autonomy, the daily operation of the warehouse, receipt of goods and displacement using trolleys and a forklift. Ability to organise and implement the recycling and disposal of obsolete equipment and furniture as per UNHCRโs rules and regulations.
Ability to organise the teamโs schedule and inbox, follow up on pending tasks, review receipts and invoices. Organisation skills to perform tasks relating to the event set up and implementation, including transportation and installation of banners, furniture and other facilities for specific events.
Good communication and interpersonal skills, with the ability to interact effectively with team members other colleagues. Ability to respond to requests in English and French as received from UNHCR units and divisions.
Problem-solving skills, with the ability to identify and resolve complex issues related to building operations and maintenance.
Ability to work independently and manage multiple priorities in a fast-paced environment.
Excellent knowledge of English and French (written, oral, comprehension).
Desirable Attributes:
Forklift licence
This position requires a team player with high degree of service-oriented attitude.
Knowledge of principles and practices of facilities management.
Required languages (expected Overall ability is at least B2 level): English
,French
Desired languages
,
Operational context
Occupational Safety and Health Considerations:
Nature of Position:
Living and Working Conditions:
Additional Qualifications
SkillsFI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other), IT-Computer Literacy, SC-PeopleSoft Supply Chain Management, SC-UN/UNHCR Procurement Rules and Procedures
Education
CertificationsDriving License - Other
Work Experience
CompetenciesAccountability, Analytical thinking, Change capability & adaptability, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration
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Compendium
Additional InformationRecruitment as UNHCR staff member is subject to proof of vaccination against Covid-19
Functional clearanceThis position doesn't require a functional clearance