Senior Facilities Management Assistant

Org. Setting and ReportingThis position is located in the Planning Design and Construction Section (PDCS), Facilities and Commercial Activities Service (FCAS), Division of Administration (DOA), Department of Operational Support (DOS). 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 of all existing physical facilities and assets at 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. The Senior Facilities Management Assistant reports to the P-3 Architect and the Chief of PDCS. ResponsibilitiesWithin delegated authority, the Senior Facilities Management Assistant will carry out the following duties: • Coordinates office space planning and design activities, including programming, alterations, and minor construction within the existing facilities. • Plans, schedules, supervises and manages staff relocation and office moves; coordinates with requesting departments when requirements change and suggests alternatives or interim solutions. • Reviews contractors' invoices and assists with cost recovery as required. • Prepares scopes of work and technical specifications including engineering drawings, and cost estimates for construction/modification/alteration works taking into consideration the interpretation of building codes for construction, health and fire safety. • Carries-out technical evaluation of offers and, after contract has been awarded to successful contractor, supervises, coordinates and monitors implementation of contract and progress of work to ensure compliance with drawings and specifications and determines justification for technical changes to the contract and prepares progress reports. • Assists in developing standards for existing and future occupancy of facilities, and guidelines for the on-going space management. • Maintains and updates the space portfolio at UNHQ through the CAFM system including implementing the annual headcount exercise and annual survey of office space inventory. • Assists in drafting responses to the board of auditors, OIOS and Joint Inspection Unit (JIU) on audit-related issues and additional information requests on construction and common service subjects/studies in the JIU work programmes as required. Monitors the implementation of internal and external audit recommendations. • Drafts status reports, briefing papers, updates and ad-hoc reports on status of the various stages of the planning, design, construction, environment, safety-related projects and common-service aspects of the programme as required, communicating findings, recommendations, analysis and concepts to the Chief of Unit/Section as appropriate. • Assists in reviewing proposals for rental/lease or construction of new facilities to ensure conformity with approved space standards, building construction guidelines and legislative policies/recommendations and draft comments/recommendations. • Liaises with the Administrative Section for any updates regarding the Real Estate (RE) portfolio. Performs annual review of RE portfolio in the UN system. • Manages all UN Gifts related activities including coordination with Member States on new offerings, installation, maintenance and conservation of existing Gifts. • Performs annual review and physical verification of inventory of Gifts. • Manages the Gifts’ Storage space, including UN Official Gifts, SG Gifts and Other Gifts. • Assists in the implementation of work plan of the section and in managing the resources and participates in the preparation of budget and spending plan of the section. • Supervises general service staff of the section as required. • Performs other duties as required. CompetenciesPROFESSIONALISM: 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. Knowledge of the Organization's financial rules and regulations, as well as budgetary, administrative procedures, policies and directives. 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. 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. 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of 10 years of experience in facilities management, building management, engineering, architecture, administrative services or related area is required. The minimum years of relevant experience is reduced to 8 for candidates who possess a first-level university degree or higher. Experience in Computer-aided Facility Management (CAFM) is required. Experience in using architecture design software such as AutoCAD or similar programme is required. Experience in coordinating office space planning is desirable. Experience in contract management is desirable. Experience in an Enterprise Resource Planning system (such as SAP or an equivalent) is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).