Hardship LevelH (no hardship)
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeGS7
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2023-07-01
Job Posting End DateJuly 7, 2023
Standard Job Description
Senior Building Services Associate
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 Associate is normally supervised by the (Senior) Building Services Officer or Admin Officer who defines general work objectives and provides necessary advice and guidance and normally supervises some support staff. The incumbent coordinates building management activities in order to provide smooth delivery of services to internal customers in an efficient, cost effective, service oriented and timely manner.
The Senior Building Services Associate has, in addition, regular work relationships with third party service providers. S/he provides assistance, advice and guidance to the Building Management team and provides support on routine and non-routine issues. When needed, the Senior Building Services Associate proposes to management continuous improvement initiatives to improve efficiencies and effectiveness of the Team.
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
- Oversee all service requests within the Area of Responsibility (AoR), distributing the work between supervisees in coordination with the supervisor.
- Monitor regularly that all contracted service providers comply with the established terms of reference and recommend corrective actions to ensure full client satisfaction.
- Oversee the purchasing of a large range of items and services required for the maintenance of the buildings.
- Coordinate the organisation of all events and receptions at the premises, liaising with the requesting units to ensure all needs are looked after.
- When required, manage the maintenance and control of official vehicles and transportation to and from different locations to support any need of the Organization.
- Supervise and direct the team of UNHCR and outsourced staff in the area of building management, mail, stationary and warehouse management.
- When required oversee the daily operation of the warehouse (receive equipment, material, catalogues in the warehouse and verify against the purchase order, for damage/loss and proper record in UNHCR ERP system MSRP; confirm arrival of equipment to all parties concerned; ensure proper storage of materials; prepare standard packing for shipments; inform field offices of shipment details and provide scanned copies of shipping documents; prepare insurance documents in case of loss or short landing; prepare forms for obsolete/broken equipment of which the section is the custodian; issue packing lists, prepare shipments, make bookings, and inform weight and volume and specific routing information; check invoices and waybills and settle invoices; undertake physical inventory of the warehouse for all PPEs and STIs).
- When required, prepare requisitions, ensure that purchase orders are issued and create receipts when goods and services are delivered.
- When required, support the work of the Mail and Stationary Unit.
- Determine planning and delivery schedules to meet demand in the timeliest manner.
- Oversee the performance of service providers.
- Verify invoices for accuracy.
- Perform other related duties as required.
Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For G7 - 4 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher
Field(s) of Education
Not applicable
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. Knowledge of United Nations administrative, human resources and financial rules and procedures. Knowledge of Microsoft Office.
Desirable
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
FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other)
SC-PeopleSoft Supply Chain Management
SC-UN/UNHCR Procurement Rules and Procedures
(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, procurement of works, goods and services in the construction field in public, private sector and/or UN agency.
- Strong leadership and team management skills, with the ability to effectively manage a diverse team of building operations personnel. Proven capacity to manage and supervise building staff, including maintenance personnel from UNHCR and external suppliers to ensure that the building is clean, safe, and well-maintained.
- Excellent communication and interpersonal skills, with the ability to interact effectively with tenants, contractors, and senior management. Respond to requests and concerns from colleagues and visitors in a timely and professional manner, resolving issues as needed and ensuring that colleague satisfaction is maintained.
- Familiarity with UN building codes and regulations, and the ability to develop and implement building policies and procedures to ensure that the building complies with United Nations regulations and meets the needs of colleagues and visitors.
- Strong financial management skills, with the ability to develop and manage budgets, and negotiate contracts with vendors and suppliers. Develop and maintain relationships with building vendors, contractors, and service providers, negotiating contracts and ensuring all accounts are up to date with invoices, payments and reports.
- Strong 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:
- This position requires strong personality and a team player with high degree of service-oriented attitude.
- Knowledge of principles and practices of facilities management.
- Knowledge of MSRP or other ERP systems.
The Senior Building Service Associate will be responsible for overseeing the operation, maintenance, and management of the Geneva HQ building. The incumbent will work closely with the Architect and the Chief of Section to ensure the efficient and effective operation of the building, while maintaining a safe and comfortable environment for colleagues and visitors. The Senior Building Service Associate will be required to work both independently and as part of a team, managing a staff of building operations personnel.
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, Empowering & building trust, Judgement & decision making, Organizational awareness, Planning & organizing, Teamwork & collaboration
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Compendium
Additional InformationCandidates might be asked to sit for a written test/assessment. Recruitment as UNHCR staff member is subject to proof of vaccination against Covid-19.
Functional clearanceThis position doesn't require a functional clearance