Facilities Management Assistant

Job Posting Organization:
The Department of Operational Support (DOS) was established to provide operational advisory services to various entities across the United Nations Secretariat. This includes support for departments, offices away from headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS) operates the UN Headquarters complex, focusing on effective planning, management, maintenance, and operation of physical facilities and assets. FCAS also oversees office and conference facilities, property management, travel and transportation services, archives and records management, mail operations, catering, and the United Nations Postal Administration. The organization aims to ensure that all operational aspects of the UN Headquarters are managed efficiently and effectively, contributing to the overall mission of the United Nations.

Job Overview:
The Facilities Management Assistant plays a crucial role within the Architectural and Construction Unit (ACU) of the Facilities and Commercial Activities Service (FCAS). This position involves planning, scheduling, and supervising various construction projects, repairs, and maintenance tasks for buildings and infrastructure at the UN Headquarters and off-site leased areas. The assistant is responsible for coordinating maintenance services, managing staff relocations, and ensuring that service requests are prioritized and addressed efficiently. The role requires a thorough understanding of the functional needs of the department, as well as the ability to evaluate and review contractors' work and invoices. The Facilities Management Assistant will also assist in preparing proposals for construction and alterations, conduct technical assessments, and ensure compliance with health and safety regulations. This position is integral to maintaining the operational integrity of the UN facilities and supporting the overall mission of the organization.

Duties and Responsibilities:
The Facilities Management Assistant will carry out a variety of duties, including: planning, scheduling, and supervising construction projects and maintenance tasks; managing staff relocations and office moves; analyzing service requests and determining work priorities; evaluating departmental needs and formulating plans; reviewing contractor invoices; conducting technical assessments of buildings; assisting in the preparation of construction proposals; supervising contractors to ensure quality of work; coordinating project activities among contractors and departments; preparing requisitions for services and materials; maintaining liaison with conference services; participating in budget preparation; suggesting improvements for service efficiency; coordinating safety investigations; and initiating sustainability projects. The assistant will also perform final inspections and ensure that all records are maintained for future reference, demonstrating a comprehensive approach to facilities management.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of seven years of experience in facilities management, space planning, engineering, architecture, or a related field is required. This experience requirement is reduced to five years for candidates with a first-level university degree or higher. Proficiency in architecture design software such as AutoCAD is essential, along with experience in contract management and coordinating flexible workspace planning. Familiarity with Enterprise Resource Planning systems like SAP and Computer-aided Facility Management (CAFM) is desirable, indicating a need for candidates to have a strong technical background in facilities management.

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, highlighting the importance of formal education in this field. The educational background should ideally include coursework or training related to facilities management, architecture, engineering, or a similar discipline, which would provide the necessary knowledge and skills for the role.

Experience:
Candidates should have a minimum of seven years of relevant experience in facilities management or related areas. This experience should encompass various aspects of building management, including planning, maintenance, and project supervision. For those with a first-level university degree or higher, the required experience is reduced to five years. Experience with architecture design software, contract management, and flexible workspace planning is highly valued, indicating that candidates should have a robust background in both practical and technical aspects of facilities management.

Languages:
English is the mandatory working language for this position, with a required proficiency level of UN Level II in reading, writing, listening, and speaking. French is also recognized as a working language of the United Nations, but English is the primary language required for this role. Candidates should demonstrate strong communication skills in English, as this will be essential for effective collaboration and reporting within the organization.

Additional Notes:
This position is temporarily available until December 31, 2026, with the possibility of extension. It is important to note that if the selected candidate is a current staff member of the United Nations Secretariat, the selection will be treated as a temporary assignment. The position may be limited to internal candidates who have been recruited through a competitive examination or selection process. Additionally, applicants must be authorized to work for the United Nations in New York, as this position is subject to local recruitment. The United Nations does not charge any fees during the recruitment process, and all employment decisions are made based on qualifications and organizational needs.