SENIOR FACILITIES MANAGEMENT ASSISTANT

Organizational Context

The United Nations Office at Nairobi (UNON) serves as the UN headquarters in Africa, supporting the program implementation of UNEP, RCS, and UN-Habitat globally, and other UN offices in Kenya. It provides administrative, conference, and information services. This position is located within the Facilities Management and Transport Section (FMTS), under the supervision of the Chief of Unit, Office Space and Assets.

Job Purpose

The Senior Facilities Management Assistant is instrumental in ensuring the efficient, safe, and compliant operation of facilities at the United Nations Office at Nairobi (UNON). This role encompasses the coordination and oversight of comprehensive facilities management activities, including the planning, design, construction, repair, maintenance, and installation of buildings, infrastructure, and premises. The incumbent is responsible for ensuring strict adherence to building codes, health, and fire safety regulations, alongside organizational standards and policies. By meticulously managing construction and renovation projects, supervising contractor performance, and preparing detailed technical specifications, the position directly contributes to the provision of high-quality, functional, and secure operational environments essential for UNON's diverse programs and offices. Furthermore, the role supports strategic decision-making through data analysis and reporting, assists in budget preparation, and ensures effective resource management, thereby enhancing the overall operational efficiency and accountability within the Facilities Management and Transport Section. This contribution is vital for sustaining the administrative, conference, and information services provided by UNON across its global and local mandates.

Responsibilities

The Senior Facilities Management Assistant coordinates and oversees all aspects of facilities construction, repair, maintenance, and installation for buildings, infrastructure, and premises. This includes planning and executing renovation projects, developing conceptual designs, preparing detailed technical specifications, engineering drawings, bills of quantity, and cost estimates, ensuring compliance with building codes, health, and fire safety regulations. The role involves rigorous technical evaluation of contractor offers, followed by comprehensive supervision, coordination, and monitoring of contract implementation to ensure adherence to specifications and timely progress. The incumbent also assists in developing facility standards and guidelines, and collaborates with Safety and Security for inspections, accident reporting, and hazard correction. Key responsibilities extend to drafting responses for audit-related inquiries from bodies like OIOS and JIU, monitoring the implementation of audit recommendations, and preparing various status reports and briefing papers on project progress, environmental, and safety aspects. Furthermore, the position supports resource management by assisting in work plan implementation, budget preparation, and supervising general service staff. It also involves reviewing proposals for new facilities, coordinating special event needs, and contributing to data collection, analysis, and information dissemination for effective decision-making.

Work Experience

A minimum of ten years of progressive experience in architectural, electrical, mechanical, or civil engineering is required (reduced to eight years with a first-level university degree). Required experience includes facilities management and determining rental/lease for office buildings over 5000m². Desirable experience includes multi-disciplinary office building projects, using AutoCAD/Revit or similar 3D software, and at least one year in data analytics.

Skills

Professionalism: Knowledge of building management rules, industry codes, financial regulations, and administrative procedures. Ability to read architectural plans, analyze data, and interpret information for management. Demonstrates conscientiousness, efficiency, persistence, and calmness under pressure. Teamwork: Works collaboratively, values colleagues' input, supports group decisions, and shares credit for achievements. Technological Awareness: Stays informed about available technology, understands its application and limitations, and is willing to learn new tools.

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