Senior Facilities Management Assistant

Job Posting Organization:
The position is located within the Planning Design and Construction Section (PDCS) of the Facilities and Commercial Activities Service (FCAS), which is part of the Division of Administration (DOA) under the Department of Operational Support (DOS) at the United Nations. The DOS was established to provide operational advisory services to various entities across the UN Secretariat, including departments, field missions, and regional commissions. The FCAS is responsible for the effective management and operation of the UN Headquarters complex in New York, focusing on planning, maintenance, and management of physical facilities and assets. The service also oversees office and conference facilities, property management, travel services, archives, and catering operations. The organization aims to ensure efficient and effective support for the UN's operational needs.

Job Overview:
The Senior Facilities Management Assistant plays a crucial role in coordinating office space planning and design activities, which include programming, alterations, and minor construction within existing facilities. This position requires the individual to plan, schedule, supervise, and manage staff relocations and office moves, ensuring that changes in requirements are effectively communicated and addressed. The role involves reviewing contractors' invoices, preparing scopes of work and technical specifications, and conducting technical evaluations of offers. The assistant will also be responsible for maintaining and updating the space portfolio at UN Headquarters through the Computer-Aided Facility Management (CAFM) system, assisting in drafting responses to audit-related inquiries, and managing all UN Gifts-related activities. The position demands a proactive approach to developing standards for facility occupancy and guidelines for ongoing space management, as well as drafting various reports and status updates on projects.

Duties and Responsibilities:
The Senior Facilities Management Assistant will carry out a variety of duties, including: coordinating office space planning and design activities; managing staff relocations and office moves; reviewing contractors' invoices; preparing scopes of work and technical specifications; conducting technical evaluations of offers; supervising and monitoring contract implementation; assisting in developing occupancy standards; maintaining the space portfolio through the CAFM system; drafting responses to audit inquiries; managing UN Gifts-related activities; performing annual reviews of the Real Estate portfolio; and supervising general service staff as required. The assistant will also be responsible for preparing budget and spending plans for the section and performing other duties as required.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of 10 years of experience in facilities management, building management, engineering, architecture, or related fields is required. This experience is reduced to 8 years for candidates with a first-level university degree or higher. Proficiency in Computer-Aided Facility Management (CAFM) and architecture design software such as AutoCAD is essential. Experience in coordinating office space planning and contract management is desirable, as is familiarity with Enterprise Resource Planning systems like SAP.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, candidates with a first-level university degree or higher will have a reduced experience requirement, indicating that higher education is valued in this role.

Experience:
The position requires a minimum of 10 years of relevant experience in facilities management or related areas. Candidates with a first-level university degree or higher may qualify with 8 years of experience. Experience in CAFM and architectural design software is mandatory, while experience in office space planning and contract management is considered an asset.

Languages:
English is the required working language for this position, with a minimum proficiency level of UN Level III in reading, writing, listening, and speaking. French is also a working language of the United Nations, but proficiency in French is not mandatory for this role.

Additional Notes:
This position is subject to local recruitment, meaning that applicants must be authorized to work in the United States. The appointment is for an initial period of one year, and staff members recruited locally are not eligible for international allowances or benefits. The United Nations emphasizes the importance of diversity and inclusion in its recruitment process and adheres to strict standards of efficiency, competence, and integrity. Candidates will undergo reference checks and may be subject to an initial probationary period of one year.