FACILITIES MANAGEMENT ASSISTANT

Organizational Context

This Facilities Management Assistant position is situated within the Engineering and Facilities Management unit, a critical component of the Mission Support Service for the United Nations Support Mission in Libya (UNSMIL). Based in Tripoli, Libya, the role contributes to the mission's operational effectiveness by ensuring robust facility management. The incumbent reports directly to and operates under the overall supervision of the Chief Engineer.

Job Purpose

The Facilities Management Assistant supports the Engineering and Facilities Management unit within the UN Support Mission in Libya (UNSMIL) in Tripoli. The primary purpose is to provide comprehensive administrative and logistical assistance, ensuring the efficient planning, execution, and monitoring of facilities-related projects and services. This role is crucial for maintaining the operational readiness of mission facilities, coordinating between various resources, and managing external service contracts effectively. The incumbent contributes significantly to the smooth functioning of the Mission HQ, supporting staff, military, and civilian personnel by overseeing maintenance, supplies, accommodation, and environmental activities. By ensuring timely and effective delivery of services, managing project timelines, and verifying contractor performance, the Assistant helps to create a conducive and safe working environment. This directly impacts the mission's ability to achieve its mandate in Libya by providing essential infrastructure and support services, ensuring all facilities operate efficiently and meet required standards.

Responsibilities

The incumbent provides comprehensive administrative and logistical support to the Chief of Section for ongoing projects, encompassing the establishment of detailed plans, efficient task distribution among staff and contractors, and proactive coordination of resources. This includes monitoring project progress, identifying and resolving difficulties, and ensuring timely completion. Key duties involve offering extensive logistics support to the Mission HQ, Chief of Staff team, military, and civilian personnel, managing key assignments, accommodation bookings, and general facilities support. The role also facilitates daily briefings, conferences, and provides critical logistical assistance during emergencies and evacuations. A significant aspect of the position involves robust contract management, from contacting vendors and initiating requisitions for external services and materials, to conducting inspections, monitoring contractor performance, and drafting service contracts for essential services like cleaning, laundry, and dining. This also entails coordinating closely with the procurement unit, meticulously reviewing contractor work, and verifying invoices for accuracy and fund availability prior to certification. Furthermore, the Assistant advises on IT and communication equipment installation, manages stationery and furniture requirements, and oversees environmental activities, including waste management and segregation, ensuring all facilities are maintained to required standards and prepared for various mission functions.

Work Experience

A minimum of five (5) years of experience in facilities Management, building management, engineering, architecture, administrative services or related areas is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Experience in facilities management, accommodation management is desirable. Relevant experience with United Nations Secretariat or UN Common System Organization (including Agencies, Funds and Programmes) and/or similar international organization is desirable.

Skills

Professionalism: Demonstrates competence, efficiency, persistence, and calmness under pressure, with a commitment to gender equality. Teamwork: Collaborates effectively, values diverse input, supports group decisions, and shares responsibility. Client Orientation: Builds productive partnerships, understands client needs, provides appropriate solutions, monitors progress, and ensures timely service delivery.

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