Senior Facilities Management Assistant

Job Posting Organization:
The position is located within the Special Events Unit (SEU) 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 organization is dedicated to providing operational advisory services to various entities across the Secretariat, including departments, offices away from headquarters, field missions, and regional commissions. The FCAS operates the UN Headquarters complex, ensuring effective planning, management, maintenance, and operation of all physical facilities and assets. The Division of Administration also provides administrative support functions such as human resources, budget, finance, and facility management services to entities at UN Headquarters. Established to enhance operational efficiency, the DOS plays a crucial role in supporting the UN's mission globally.

Job Overview:
The Senior Facilities Management Assistant is responsible for implementing all elements and services required for 'Special Events' held at the UN, as well as preparing facilities for major conferences and special sessions of the General Assembly at various locations. The incumbent will work closely with the Chief of the Special Events Unit and will be tasked with reviewing event requests, coordinating with sponsors and service providers, and ensuring that all logistical arrangements are executed flawlessly. This role requires a high level of professionalism and the ability to manage multiple tasks simultaneously, especially during high-pressure situations. The incumbent will also be expected to oversee events, ensuring that all agreed-upon arrangements are delivered and making necessary adjustments as required. The position demands strong communication skills, as the incumbent will liaise with high-level officials and various stakeholders to ensure successful event execution.

Duties and Responsibilities:
The Senior Facilities Management Assistant will have a range of responsibilities, including: reviewing requests for special events and determining compliance with UN directives; making recommendations regarding event approvals; convening and chairing coordination meetings with sponsors and service providers; guiding service providers and sponsors towards agreement on event scope and details; coordinating catering, cleaning, security" style="border-bottom: 1px dotted #007bff !important;">security, and other services; overseeing event preparations and logistics; ensuring all arrangements are delivered as agreed; handling deliveries and space preparations; remaining on-site during event setup; revising event plans based on changing circumstances; ensuring post-event reset of spaces; creating budgets and tracking expenses; managing contracts and ensuring cost recovery; and supervising outside contractors. The role requires the ability to adapt to unexpected challenges and provide solutions in real-time during events.

Required Qualifications:
Candidates must possess a minimum of 10 years of professional experience in facilities management, building management, or administrative services. Experience in coordinating special events, including the installation of exhibits or preparing facilities for major conferences or concerts, is highly desirable. Knowledge of the latest audio-visual and meeting management technology is also beneficial. Additionally, experience in client services within a multicultural setting is preferred, along with familiarity with cost recovery processes.

Educational Background:
A high school diploma or equivalent is required for this position. While specific job-related qualifications are not detailed, candidates are expected to have a strong foundation in facilities management principles and practices, as well as relevant administrative skills.

Experience:
The position requires at least 10 years of professional experience in relevant fields such as facilities management or administrative services. Candidates should have a proven track record of successfully coordinating special events and managing logistical operations in a complex environment. Experience in a multicultural setting is advantageous, as the role involves interaction with diverse stakeholders.

Languages:
English is the mandatory language for this position, with a required proficiency level of UN Level II in reading, writing, listening, and speaking. French is also a working language of the United Nations, and while it is not mandatory for this position, proficiency in French may be considered an asset.

Additional Notes:
The appointment for this position is for an initial period of one year and is subject to local recruitment, meaning candidates must be located within commuting distance of the UN Headquarters in New York. Staff members are expected to be mobile and may need to travel for official duties. The selected candidate must be available to work on changing shifts, overtime, and weekends as required. An impeccable record of integrity and professional ethical standards is essential. The United Nations is committed to creating a diverse and inclusive work environment and encourages applications from all qualified candidates, regardless of gender identity, sexual orientation, race, or background.