Facilities Management Assistant
Organizational Context
The Department of Operational Support provides advisory services to UN entities. The Facilities and Commercial Activities Service (FCAS) manages the UN Headquarters complex, ensuring effective planning, management, maintenance, and operation of facilities and assets. This role sits within the Design and Construction Unit of FCAS, reporting to its leadership.
Job Purpose
The Facilities Management Assistant supports the effective operation and maintenance of the UN Headquarters complex. This role involves planning, scheduling, and supervising construction, repair, and maintenance activities, as well as managing staff relocations and office moves. The position requires analyzing service requests, preparing work orders, and coordinating with various departments and contractors to ensure work meets quality standards, timelines, and budget constraints. The assistant also contributes to technical assessments, cost estimations, budget preparation, and the procurement of equipment and services, aiming to improve efficiency and reduce costs within the facilities management domain.
Responsibilities
Key duties include planning, scheduling, and supervising construction, repair, and maintenance of buildings, infrastructure, and grounds at UN Headquarters and leased areas. This involves coordinating maintenance services for installation systems and equipment. The role also encompasses managing staff relocations and office moves, analyzing and prioritizing service requests, preparing work orders, and resolving service complaints. Responsibilities extend to evaluating functional needs, reviewing staffing diagrams, and executing workplace plans. The assistant will review contractor invoices, conduct technical assessments of buildings and infrastructure, and assist in preparing proposals for construction and alteration work, including drawings, specifications, and cost estimates. Furthermore, the role involves supervising contractors to ensure quality and compliance, coordinating project activities, performing on-site monitoring, and preparing progress reports. Final inspections, commissioning of work, and managing project documentation are also key functions. The position requires preparing requisitions for equipment and materials, evaluating offers, and preparing scopes of services for external contractors. Support for conferences and meetings, participation in budget preparation, and suggesting cost-saving measures are also included. The assistant will coordinate with safety units on hazard investigations and assist in preparing reports on space usage and building efficiency.
Work Experience
A minimum of 7 years of experience in facilities management, space planning, engineering, or architecture is required. A first-level university degree can reduce the minimum experience requirement. Experience with AutoCAD or similar design software is mandatory. Desirable experience includes contract management, flexible workspace planning, Enterprise Resource Planning systems (e.g., SAP), and Computer-aided Facility Management (CAFM).
Skills
Professionalism, Teamwork, Planning and Organizing, knowledge of building management rules and standards, ability to read architectural floor plans, efficiency, problem-solving, collaboration, goal setting, time management, risk assessment, and adaptability.