Building Services Associate

Organizational Context

The Building Services Associate works under the supervision of the Senior Building Services Associate or Admin Officer, coordinating Building Management Unit activities. They ensure efficient, cost-effective, and timely service delivery to internal customers and liaise with third-party service providers. The role involves providing assistance and proposing continuous improvement initiatives.

Job Purpose

The Building Services Associate is responsible for overseeing all service requests for the unit, distributing work, and monitoring contracted service providers to ensure compliance and client satisfaction. They support the supervisor in managing the purchasing of building maintenance items and services, and are involved in organizing events and receptions. A key responsibility includes managing and maintaining official vehicles, and supervising both UNHCR and outsourced staff in building management, mail, stationery, and warehouse operations. This role also handles transportation needs and supports daily warehouse operations, including inventory management and shipment preparation, ensuring accurate record-keeping and timely communication with relevant parties.

Responsibilities

Oversee all service requests for the unit, distributing work among supervisees in coordination with the supervisor. Monitor contracted service providers for compliance with terms of reference and recommend corrective actions. Support the supervisor in managing the purchasing of items and services for building maintenance. Prepare and organize events and receptions, liaising with requesting units. Manage, maintain, and control official vehicles. Supervise and direct UNHCR and outsourced staff in building management, mail, stationery, and warehouse management, organizing work plans and requesting additional resources as needed. Handle transportation to and from various locations. Support daily warehouse operations, including receiving, verifying, and recording equipment and materials in the UNHCR ERP system, confirming arrivals, ensuring proper storage, preparing shipments, and informing field offices. Prepare insurance documents for loss or damage, and forms for obsolete equipment. Issue packing lists, prepare shipments, make bookings, and provide weight, volume, and routing information. Check and settle invoices. Undertake physical inventory of warehouse items. Prepare requisitions, ensure purchase orders are issued, and create receipts for delivered goods and services. Support the Mail and Stationary Unit. Determine planning and delivery schedules. Oversee service provider performance. Verify invoices for accuracy. Issue requisitions and perform receipts in the UNHCR ERP system. Support risk management and opportunity identification within the area of responsibility. Perform other related duties as required.

Work Experience

Essential experience in support services with exposure to building maintenance, financial management, logistics, and procurement. Familiarity with ERP system supply chain and financials. Experience in supervision and management of staff.

Skills

Building maintenance Financial management Logistics Procurement ERP system (Supply Chain and Financials) Supervision and management of staff Vehicle management Warehouse management Inventory management Risk management Service request management Vendor management

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