Senior Facilities Management Assistant
Organizational Context
The Special Events Unit (SEU) within the Department of Operational Support (DOS) at the UN Secretariat is responsible for managing facilities for special events and major conferences. The Facilities and Commercial Activities Service (FCAS) operates the UN Headquarters complex, providing comprehensive facility management, maintenance, and operational services. The Division of Administration (DA) offers administrative and facility management support to UN entities.
Job Purpose
The Senior Facilities Management Assistant plays a crucial role in supporting "Special Events" and preparing facilities for major conferences and General Assembly sessions. This involves reviewing event requests, coordinating with various stakeholders including sponsors, external contractors, and UN service providers, and ensuring all logistical and technical requirements are met. The role requires meticulous planning, effective communication, and the ability to manage complex arrangements to ensure successful event execution. The incumbent will also be responsible for overseeing event logistics, troubleshooting issues, and managing budgets and billing to ensure cost recovery and efficient resource utilization.
Responsibilities
The Senior Facilities Management Assistant is responsible for reviewing and recommending approval for special event requests on UN premises, ensuring compliance with directives. This includes gathering information and coordinating pre-event activities by chairing meetings with sponsors and service providers to define event scope and services, such as audiovisual, staging, and catering. The role involves overseeing event execution, ensuring all arrangements are delivered, and making immediate modifications to plans to resolve unexpected issues, often requiring communication with high-level officials outside standard hours. Additionally, the incumbent manages budgeting, billing, and contract oversight, including creating budgets, tracking expenses, ensuring cost recovery, and supervising external contractors.
Work Experience
A minimum of 10 years of professional experience in facilities or building management, or administrative services is required. Experience coordinating special events, preparing facilities for major conferences, client services in a multicultural setting, and handling cost recovery processes are desirable.
Skills
Professionalism, Communication, Planning & Organizing.