FACILITIES MANAGEMENT ASSISTANT

Organizational Context

The United Nations Joint Staff Pension Fund (UNJSPF) provides retirement, death, and disability benefits to UN staff and other member organizations. With over 90,000 beneficiaries globally, the Fund operates offices in New York and Geneva, with liaison offices in Nairobi and Bangkok. The Pension Administration comprises 282 staff across these locations. This Facilities Management Assistant role is within the Business Support Section in New York, reporting to the Senior Facilities Management Assistant.

Job Purpose

The Facilities Management and Property Management Assistant supports the maintenance and operational efficiency of UNJSPF premises. This role involves planning, scheduling, and supervising construction, repair, and maintenance activities, ensuring all installations and systems function correctly. The assistant manages service requests, coordinates with departments, and oversees contractors to ensure quality and compliance with standards. They also assist in technical assessments, prepare project proposals, review invoices, and manage procurement of necessary equipment and materials. Additionally, the role provides support for conferences and meetings, contributes to budget preparation, and coordinates security and property management matters, aiming to improve services and reduce costs.

Responsibilities

Key responsibilities include planning, scheduling, and supervising construction, repair, and maintenance of UNJSPF premises and systems in coordination with building management. The role involves managing service requests, prioritizing work, preparing work orders, and following up on complaints, while also training users on new equipment. The assistant will review contractor invoices, conduct technical assessments, and assist in preparing proposals for construction and alterations, including drawings and cost estimates. They will technically review offers, clarify specifications for awarded contracts, and supervise contractors to ensure adherence to quality, safety, and regulatory standards. Responsibilities also extend to preparing requisitions for purchases, coordinating with the UN Procurement Division, and providing support for conferences and meetings. The role includes participating in budget preparation, suggesting service improvements, coordinating with security services, acting as a focal point for property management and inventory inspections, coordinating discrepancy reports with IT, and managing the disposal of furniture and equipment. Updating facilities information and performing other assigned duties are also part of the role.

Work Experience

A minimum of seven years of progressive experience in facilities management, building management, engineering, architecture, or administrative services is required. This is reduced to five years for candidates with a university degree. Five years of experience in commercial building facilities management is desirable, as is experience with sustainable practices, in a Pension Fund, and the ability to read construction drawings. OSHA Certification is also desirable.

Skills

Professionalism, Teamwork, Planning & Organizing. Ability to read and interpret architectural floor plans. Knowledge of building management rules, regulations, codes, and standards. Data analysis, modeling, and interpretation skills. Effective communication and collaboration.

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