UN Offices

Deputy Chief (Facilities Management and Transportation Section)

UN Offices

Job Description

The United Nations Office at Nairobi (UNON) is the United Nations headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the United Nations Environment Programme (UNEP), the Resident Coordinator System (RCS) and the United Nations Human Settlements Programme (UNHabitat) globally, as well as other United Nations offices in Kenya, by providing administrative, conference and information services (www.unon.org). This post is located in Facilities Management and Transport Section (FMTS) under Central Support Services in the Division of Administrative Services (DAS) of the United Nations Office at Nairobi, with responsibilities related to real estate, construction, engineering, architecture, project management, maintenance, commercial operations, events and transport services.

Under the overall supervision of the Chief of Section, FMTS, the incumbent will perform the following duties:

Responsibilities

General Administration and financial management and control: • Initiates, coordinates, implements and monitors section services, including procurement of supplies and services; real estate; construction (including but not limited to engineering, architecture and project management of new works, renovations and refurbishments); maintenance; operations and commercial services (including but not limited to catering, commissary, duty free fuel station, recreation centre and gift shop); events management; transport and travel; communications; and provision of local utilities and service requirements; • Develops and implements assigned programs/ projects, monitors and analyses program/ project development and implementation; reviews relevant documents and reports; Produces major/ complex reports for management, organizes and prepares written outputs, e.g. draft background papers, Analysis, sections of reports and studies, etc.; • Responsible for providing input to biennium work plans and ensuring compliance, taking into account the most effective use of resources; Coordinates activities related to budget funding (programme/project preparation and submissions, progress reports, financial statements, etc.) and prepares related documents/reports; Maintain financial control over all construction, maintenance, renovation projects/ works, commercial and transport services; •Reviews and manages construction, maintenance, commercial and transport related payments; Liaise with Budget Section to ensure budget compliance and availability of funds.

•Monitors and controls budgetary allocations through regular reviews; drafts routine and ad hoc outputs; and provides effective monitoring reports and data. Identifies deviations from plans and proposes corrective measures.

•Establishes and maintains a set of sound policies, procedures, standards and tools which are consistent with UN policy and practice in order to ensure proper accounting, financial management and control.

Strategy management: • Supports the Chief, FMTS, in the development, implementation and maintenance of policies related to the physical use and operations of UN Gigiri Complex; • Develops and implements measurement of section performance indicators; • Initiates and conducts studies to improve budget reporting systems and cost-effective utilization of program resources; Monitors and controls budgetary allocations through regular reviews; drafts routine and ad hoc outputs; and provides effective monitoring reports and data. Identifies deviations from plans and proposes corrective measures; Establishes and maintains a set of sound policies, procedures, standards and tools which are consistent with UN policy and practice in order to ensure proper accounting, financial management and control; • Provides inputs to General Assembly (GA) construction reports, strategic capital construction plans, environmental management reports, audits report and operational biennium budgets; •Develops and implements assigned projects and programs; Support and provide input into improvement and upgrade of current and launch of new SAP facilities and fixed asset modules, including real estate and service delivery; Represent the Section and UNON at various advisory and/or working committees.

Human resources management: • Supervises staff and performs all staff-related administrative functions; Provides technical direction and contract related oversight, expert guidance and leadership to section staff, consultants, and contractors; • Initiates and coordinates actions covering the entire span of Human Resource activities, e.g., recruitment, placement, promotion, performance appraisal, vacancies, job classification reviews, separation of staff members, training, etc., ensuring consistency in the application of UN rules and procedures; •Supervise staff and perform all staff-related administrative functions; Provide technical direction and contract related oversight, expert guidance and leadership to section staff, consultants, and contractors; •Initiates and coordinates actions covering the entire span of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, vacancies, job classification reviews, separation of staff members, training, etc., ensuring consistency in the application of UN rules and procedures.

Architectural/engineering and operations oversight: • Oversees day-to-day activities related to the management of real estate, construction, engineering, architecture, project management, maintenance, commercial operations, events, and transport services; • Supervises, co-ordinates and manage all construction, maintenance, and renovation projects; Supervises, coordinates, and manages financial recording of all building/ infrastructure/ equipment assets.

Ensures that FMTS construction, maintenance and renovation works across all buildings and infrastructure comply with international/ local construction industry standards and best practice. Design and construction proposals are developed according to the established architectural and engineering stages/phases; • Monitors and manages performance against contract scope of works; Develop and implement maintenance schedules; Coordinate timely materials purchasing; • Ensure environmental best practice, maintenance and other life cycle related efficiencies are incorporated; Works with capital construction projects teams to ensure appropriate integration of new buildings/ infrastructure into maintenance programs in timely manner, including providing inputs in appropriate materials and equipment selections.

Electronic documentation: • Sets standards and oversees electronic documentation of all buildings and grounds; Manage and monitor specialist software installation, upgrades and licenses; • Provides technical supervision and setting of standards including routine back up for construction professionals and team of draftsmen.

Records management: • Sets standards and oversees implementation of archives and records management, Business Continuity and archiving/ retention schedules.

Environmental management: • Supervises, coordinates, and manages the environmental management system, certification, and annual greenhouse gas inventory; • Performs other related duties as required.

Competencies

PROFESSIONALISM: Knowledge and understanding of administrative, budgetary, financial and human resources policies and procedures; Knowledge and understanding of theories, concepts and approaches relevant to particular sector/ functional area, including real estate, construction, engineering, architecture, project management, maintenance, commercial operations, events and transport services; Knowledge of contracts management related issues and ability to evaluate technical proposals and works including bills of quantities, technical drawings, quality and safety standards; Knowledge of relevant and applicable UN rules and regulations and procedures related to procurement, budget, finance and staff, as well as the ability to apply these as necessary; Ability to manage staff and contractors, work-plans, budgets, and material resources and to provide strategic advice to senior management on the same. Ability to identify issues, analyze and participate in the resolution of issues/problems. Conceptual analytical and evaluative skills to conduct independent research and analysis, apply judgment in the context of assignments given, plan own work and manage conflicting priorities. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

MANAGING PERFORMANCE: Delegates the appropriate responsibility, accountability and decision-making authority: makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills, monitors progress against milestones and deadlines: regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

Education

Advanced university degree (Master’s degree or equivalent) in Architecture, Engineering, Project, Business Operations and Management/ Administration or similar field is required. Additional training and or qualifications in real estate property / facilities management is desirable. Professional certification or membership of chartered institutes is desirable. A first level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of seven years of progressively responsible experience in Architecture, Engineering, Project Management, Business Operations and Management/ Administration in facilities management field or related area is required.

Prior experience in the management and oversight of large-scale business operations, construction and renovation projects and or commercial services within an international organization is required.

Proven track record with the coordination and supervisory management of teams of technical, facilities/ operations professionals is required.

Practical experience with implementation, oversights and administration of complex facilities projects, systems/ services, contracts and or facilities and commercial operations and maintenance is desirable.

A track record of implementing major projects effectively, on time and budget is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required. Working knowledge of another UN language is an asset.

NOTE: "fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and " Knowledge of" equals a rating of " confident" in two of the four areas.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Appointment against this position is for an initial period of one year and may be subject to extension. Staff members are subject to the authority of the Secretary General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

Individual Contractors and Consultants who have worked within the UN Secretariat in the last six months, irrespective of the administering entity, are ineligible to apply for or be appointed to any professional and higher temporary or fixed-term positions, within six months of the end of their current or most recent service. For such positions, at least six months need to have elapsed between the end of a consultancy or individual contract and the time of application and consideration for an appointment as a staff member under the Staff Rules and Regulations of the United Nations.

Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an email acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists please seek technical assistance through the Inspira "Need Help?" link.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

For this position, applicants from the following Member States, which are unrepresented or underrepresented in the UN Secretariat as of 30 November 2020, are strongly encouraged to apply: Afghanistan, Andorra, Angola, Antigua and Barbuda, Bahrain, Belize, Brazil, Brunei Darussalam, Cabo Verde, Cambodia, China, Comoros, Cuba, Democratic People's Republic of Korea, Djibouti, Dominica, Equatorial Guinea, Gabon, Grenada, Guinea-Bissau, Japan, Kiribati, Kuwait, Lao People's Democratic Republic, Lesotho, Liberia, Libya, Liechtenstein, Luxembourg, Marshall Islands, Federated States of Micronesia, Monaco, Mozambique, Namibia, Nauru, Norway, Oman, Palau, Papua New Guinea, Qatar, Republic of Korea, Russian Federation, Saint Lucia, Saint Vincent and the Grenadines, San Marino, Sao Tome and Principe, Saudi Arabia, Solomon Islands, South Sudan, Suriname, Timor-Leste, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu, Bolivarian Republic of Venezuela.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of International Human Rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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