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 departments, offices away from headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, focusing on effective planning, management, maintenance, and operation of all physical facilities and assets at the UN Headquarters in New York. FCAS also provides support for office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, gift shop, and the United Nations Postal Administration. The Planning Design and Construction Section (PDCS) is responsible for managing construction and renovation projects, office space, and alterations, as well as overseeing official gifts and artwork. The organization aims to ensure efficient operations and high standards of service delivery across its various functions.

Job Overview:
The Facilities Management Assistant plays a crucial role in supporting the Chief of the Planning Design and Construction Section (PDCS) within the Facilities and Commercial Activities Service (FCAS) of the Department of Operational Support (DOS). This position involves a variety of administrative tasks related to facilities management, including the preparation of reports, monitoring budget expenditures, and managing work orders for repairs and alterations. The incumbent will be responsible for ensuring that all necessary documentation is accurately maintained and readily available for audits. The role requires a proactive approach to managing requests for repairs and coordinating with various trade shops to ensure timely completion of work. The Facilities Management Assistant will also assist in tracking service contract activities and maintaining records related to personnel and contracts. This position is essential for maintaining the operational efficiency of the UN Headquarters and ensuring that all facilities are managed effectively to meet the needs of the organization.

Duties and Responsibilities:
The Facilities Management Assistant will carry out a range of duties, including but not limited to: assisting the Chief in preparing reports on building services, collecting and compiling information, checking statistical data for accuracy, and performing simple cost calculations. The incumbent will participate in budget projections, monitor expenditures against purchase orders, and update database information to ensure adequate funds are available. Responsibilities also include receiving requests for repairs, generating work orders and blueprints, reviewing work orders assigned to PDCS, and dispatching them to appropriate trade shops. The Assistant will follow up on pending requisitions and requests for additional work, secure signatures for project approvals, and maintain contract files for auditor review. Additionally, the role involves maintaining a filing system, controlling space availability, reviewing contractors' invoices, processing vendor invoices, and assisting in monitoring service contract activities. The Facilities Management Assistant will also support the team in tracking UN gifts and updating the gifts inventory, serve as a backup for team assistants when necessary, and coordinate construction and renovation projects on-site.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of three years of experience in administrative services related to facilities management is required. However, this requirement is reduced to one year for candidates who hold a first-level university degree or higher. Experience in monitoring office space capacity allocation and processing and tracking invoices is desirable. The role demands a strong understanding of the organization's rules and regulations pertaining to facilities management administration, as well as the ability to maintain accurate records and interpret a wide variety of data.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. Candidates with a first-level university degree or higher will have a reduced experience requirement, making them more competitive for the role. While specific job-related qualifications are not detailed, a background in administrative services, particularly in facilities management, is highly beneficial.

Experience:
The position requires a minimum of three years of relevant experience in administrative services related to facilities management. For candidates with a first-level university degree or higher, the required experience is reduced to one year. Experience in monitoring office space capacity allocation and processing invoices is considered desirable, indicating that familiarity with financial tracking and space management is advantageous for applicants.

Languages:
English is the mandatory working language for this position, with a requirement for proficiency at UN Level II in reading, writing, listening, and speaking. French is also recognized as a working language of the United Nations Secretariat, but proficiency in French is not mandatory for this role. Candidates should ensure they meet the language requirements as outlined in the UN Language Framework.

Additional Notes:
This position is subject to local recruitment, meaning applicants must be authorized to work in the United States. The appointment is for an initial period of one year, and candidates who have reached the mandatory age of separation are not eligible to apply. The United Nations emphasizes the importance of diversity and inclusion in its recruitment process, ensuring that all employment decisions are made based on qualifications and organizational needs. The UN does not charge any fees during the recruitment process and is committed to providing reasonable accommodations for applicants with disabilities.