Facilities Management Clerk

Job Posting Organization:
The UNDP Country Office is responsible for administering and managing common premises and shared services for various UN agencies, funds, and programs. The organization aims to provide high-quality support services that enable participating agencies to focus on their core mandates. Established to ensure efficient, secure, and cost-effective management of common premises, the UNDP operates in multiple countries, employing a diverse workforce dedicated to sustainable development and humanitarian efforts.

Job Overview:
The Facilities Management Clerk plays a crucial role in supporting the Facilities Management Unit under the guidance of the Engineering Specialist – Head of Facility & Engineering Unit. This position is designed to ensure high-quality, accurate, and consistent work while promoting a client-oriented approach in line with UN/UNDP regulations. The clerk will be responsible for managing documents and information, coordinating maintenance and groundskeeping activities, and providing administrative support. The role requires a proactive individual who can handle various tasks efficiently, ensuring that all operations run smoothly and effectively, thereby contributing to the overall mission of the UNDP.

Duties and Responsibilities:
The Facilities Management Clerk will undertake a variety of duties, including but not limited to: collecting and compiling information, performing simple cost calculations, and translating statistical data into visual formats such as graphs. The clerk will secure necessary approvals for projects and requisitions, maintain a comprehensive filing system for all relevant documents, and generate work orders for maintenance tasks. Additionally, the clerk will follow up on pending requisitions, manage requests for copies of architectural and engineering plans, and catalog drawings and construction documents in both manual and electronic formats. The role also involves taking dictation, typing requests for supplies, and controlling the stock of office supplies within the section. The incumbent may be required to perform other duties as necessary for the efficient functioning of the office.

Required Qualifications:
Candidates must possess secondary education as a minimum requirement. A university degree in Engineering (Civil, Architectural), Facility Management, Business Administration, or Hotel Management is preferred but not mandatory. The position requires a minimum of three years of progressively relevant experience in facilities management, administration services, or engineering services. Candidates with a Bachelor's degree will not require prior experience. Proficiency in using computers and office software packages, particularly MS Word and Excel, is essential, along with advanced knowledge of web-based management systems such as ERP. Familiarity with building systems like HVAC, plumbing, and electrical systems is desirable, as is experience working in a multicultural environment and engaging with stakeholders.

Educational Background:
The educational background required for this position includes secondary education as a baseline. A Bachelor's degree in relevant fields such as Engineering, Facility Management, Business Administration, or Hotel Management is advantageous but not a strict requirement. Formal technical training or certification in building services, construction, or facilities management is also considered desirable, enhancing the candidate's qualifications for the role.

Experience:
The ideal candidate should have a minimum of three years of relevant experience in facilities management or related fields if they possess only secondary education. However, candidates with a Bachelor's degree are exempt from this experience requirement. Experience with UN/UNDP or international organizations is preferred, along with a demonstrated ability to thrive in complex, multicultural environments. Familiarity with stakeholder engagement and knowledge of UN/UNDP operations and procurement processes are also beneficial.

Languages:
Fluency in English and Arabic is mandatory for this position. Knowledge of the Kurdish language is considered a desirable asset, enhancing communication capabilities within the diverse environment of the UNDP.

Additional Notes:
This position is classified as full-time and may involve working in a dynamic and multicultural environment. The UNDP is committed to equal opportunity employment, valuing diversity and inclusivity in its workforce. The organization does not tolerate harassment or discrimination of any kind and ensures that all selected candidates undergo relevant checks to adhere to the highest standards of ethics and integrity. The UNDP reserves the right to select multiple candidates from this vacancy announcement and may retain applications for similar positions at the same grade level. Importantly, the UNDP does not charge any fees during the recruitment process.