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 Headquarters complex in New York, 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 facilities are maintained to high standards, supporting the overall mission of the United Nations.

Job Overview:
The Facilities Management Assistant plays a crucial role within the Design and Construction Unit (DCU) of the Facilities and Commercial Activities Service (FCAS). This position involves planning, scheduling, and supervising various construction, repair, maintenance, and installation projects within the UN Headquarters and off-site leased areas. The assistant will coordinate maintenance services, manage staff relocations, and handle service requests, ensuring that all work is prioritized and executed efficiently. The role requires a proactive approach to evaluating departmental needs, reviewing staffing diagrams, and formulating plans to optimize workspace. The assistant will also be involved in technical assessments, drafting proposals for construction work, and supervising contractors to ensure compliance with quality standards and regulations. This position demands a high level of professionalism, teamwork, and organizational skills to effectively manage multiple projects and contribute to the overall efficiency of the UN's facilities management operations.

Duties and Responsibilities:
The Facilities Management Assistant will be responsible for a wide range of duties, including: planning and supervising construction and maintenance projects; managing office relocations and moves; analyzing service requests and prioritizing work; coordinating with various departments to address changing requirements; evaluating functional needs and workplace requirements; reviewing contractor invoices and assisting with cost recovery; conducting technical assessments of buildings and infrastructure; preparing draft proposals and construction drawings; supervising contractors to ensure quality and compliance; coordinating project activities among contractors and in-house teams; preparing progress reports; performing final inspections and commissioning work; managing requisitions for equipment and materials; preparing scope of services for contractors; providing support for conferences and meetings; participating in budget preparation and cost estimates; suggesting improvements for service efficiency; and coordinating safety investigations related to occupancy in UN buildings.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of 7 years of experience in facilities management, space planning, engineering, architecture, or a related field is required. Relevant experience may be reduced for candidates with a first-level university degree. Proficiency in architecture design software such as AutoCAD is essential, and experience in contract management, flexible workspace planning, and Enterprise Resource Planning systems (like SAP) is desirable. Familiarity with Computer-aided Facility Management (CAFM) systems is also beneficial. Candidates should demonstrate a strong understanding of building management rules, industry codes, and standards, as well as the ability to read and interpret architectural plans.

Educational Background:
A high school diploma or equivalent is required for this position. Candidates with a first-level university degree may have their minimum relevant experience requirement reduced. The educational background should ideally include coursework or training related to facilities management, engineering, architecture, or a similar field that supports the responsibilities of the role.

Experience:
The position requires a minimum of 7 years of relevant experience in facilities management or related areas. Candidates with a first-level university degree may have this experience requirement reduced. Experience in using architectural design software, contract management, and coordinating workspace planning is highly desirable. Familiarity with Enterprise Resource Planning systems and Computer-aided Facility Management is also advantageous, as these skills will enhance the candidate's ability to perform the duties effectively.

Languages:
English is the mandatory working language for this position, with a required proficiency level of UN Level III in reading, writing, listening, and speaking. French is also a working language of the United Nations Secretariat, and while it is not mandatory for this position, proficiency in French may be considered an asset. Candidates should refer to the UN Language Framework for specific language skill requirements.

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 allowances or benefits exclusive to international recruitment. The United Nations emphasizes the importance of securing high standards of efficiency, competence, and integrity in its recruitment process, and candidates will be evaluated based on their qualifications and the organization's needs. The UN is committed to creating a diverse and inclusive work environment and does not discriminate based on gender identity, sexual orientation, race, religion, or disability. Reasonable accommodations may be provided for applicants with disabilities upon request.