Conference Services Associate, Facilities & Administrative Services Branch (FASB), Division for Management Services (DMS), New York, TC-6

Job Title

This position is located in the Facilities & Administrative Services Branch (FASB), one of four Branches located within the Division for Management Services (DMS).

The incumbent reports to the Space Planner & Contracts Specialist and provides on-site leadership and supervision to the Conference Services Worker and lower-grade team members.

The incumbent serves as a liaison between internal stakeholders, external vendors and building management to maintain a high-standard professional environment. Ensures professional contact with staff at UNFPA-Headquarters as well as vendors and field based colleagues. Provides support, clarification, and information with staff, within the Organization as may be required.

How you can make a difference:

UNFPA is the lead United Nations agency for delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. The UNFPA Strategic Plan for 2026-2029 articulates the organization's response to a complex global environment, providing a roadmap for resilience and renewal. It is designed to accelerate the implementation of the Programme of Action of the International Conference on Population and Development (ICPD) and the achievement of the Sustainable Development Goals by 2030. This mandate is pursued through a focus on four interconnected outcomes: ending the unmet need for family planning; ending preventable maternal deaths; ending gender-based violence and harmful practices; and adapting to demographic change through evidence and rights-based policies.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards and who will defend them courageously and with full conviction.

UNFPA is seeking candidates who transform, inspire, and deliver high-impact and sustained results and ensure effective external relations, communications, and partnership-building and resource mobilization in a rapidly changing development and funding landscape. We need staff who are transparent, exceptional in how they manage the resources entrusted to them, and who commit to delivering excellence in programme results.

Job Purpose:

Provision of facilities management services, infrastructure maintenance oversight, and on-site leadership to lower-grade workers. The incumbent serves as a working leader, managing day-to-day operations, technical completion of facilities projects, workload delegation, and a variety of advanced administrative support tasks.

You would be responsible for:

a) Coordinate and Oversee Premises / Facilities Maintenance and Team Workflow

• Provide on-site leadership, plan work schedules, assign, and delegate maintenance and facilities tasks to the Conference Services Worker; monitor work to ensure strict adherence to schedule, safety regulations, and established quality standards.
• Oversee daily inspections of premises to ensure continued compliance with all building safety and security codes; direct immediate rectification or mitigation as required.
• Coordinate large-scale premises maintenance, asset/furniture moves, and equipment installation throughout Headquarters.
• Serve as the primary technical focal point for diagnosing minor equipment malfunctions (e.g., electronic desks, specialized office devices) and determining when external technical escalation or vendor intervention is required.
• Act as the primary interface and liaison with Building Management through digital portals, phone, and email to resolve complex maintenance issues.
• Manage relationships and coordinate with external vendors, contractors, and repair workers for refurbishments, ensuring delivery matches contract specifications.
• Provide advanced advice and recommendations to the Space Planner regarding Headquarters room arrangements, furniture ergonomics, and space optimization.
• Oversee the asset tracking workflow, collaborating with the Headquarters Asset Management Associate to ensure proper asset tagging and recording during moves.
• Supervise the inventory control of materials stored in UNFPA storage rooms, monitoring quantities and cost control to ensure adequate provisions.

b) Manage and Oversee Premises Infrastructure Systems

• Administer HQ access control equipment and recommend system enhancements to ensure robust premises security.
• Oversee the database management, issuance, and coding of building access cards (e.g., Code 730) for staff and visitors.
• Serve as the operational focal point for facility application systems, including Deskbird (booking), Vecos (lockers), View (window shades), and Clarity+ (lighting systems), troubleshooting usage errors and coordinating technical updates.
• Manage physical security assets, including all door, desk, and cabinet keys, ensuring appropriate control and inventory logs.

c) Coordinate and Oversee Logistical Support for Conferences and Hospitality

• Manage the operational setup and workflow for conference room services and Town Hall events within applicable guidelines.
• Supervise the logistical support services for Headquarters and UN Sister Agencies hospitality functions, ensuring strict adherence to UNFPA Hospitality Guidelines.
• Manage and approve bookings on the Town Hall Calendar based on standard operating procedure (SoP) criteria.

d) Advanced Administrative Support and Contract Monitoring

• Assist the supervisor in identifying, drafting, and updating standard operating procedures and guidelines for services performed by FASB.
• Monitor ongoing HQ vendor contracts (e.g., Landscaping, Signage/Art installation), ensuring vendor access and tracking contract deliverables.
• Oversee the reprographics workflow, ensuring smooth operation of digital copiers; verify that maintenance contracts for copiers are current and liaise with technical support for serious issues.
• Review and maintain monthly logs of copier usage and printing supply expenditures to advise on cost-control measures.

e) Office Supplies and Stock Management

• Provide oversight for office supply stock distribution, proactively identifying supply trend anomalies and raising procurement needs with the Facilities Management Associate.

Other duties:

• Undertakes other duties as may be required by the Chief FASB.
• Perform any other activity as required in order to assure the success of the work team in support of the UNFPA mandate and strategy.

Qualifications and Experience:

Education:

Secondary Education with supplemental training in finance and/or administrative procedures. Education in trades and craft or equivalent. University degree in Finance and/ or Administration is a plus.

Knowledge and Experience:

• Several years of experience, requiring superior knowledge of the trade or craft alongside proven leadership ability.
• Experience in facilities operations, managing vendor relations, workload coordination, and building services is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling web-based management systems.

Languages:

Fluency in written and spoken English is required. Knowledge of another official UN language an asset.

Required Competencies:

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change

Core Competencies:

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,
• Communicating for impact

Functional Competencies:

• Working in teams,
• Self-management/Emotional Intelligence,
• Communication,
• Analytical and Strategic Thinking,
• Results orientation/Commitment to excellence,
• Appropriate and transparent decision making,
• Knowledge sharing/Continuous learning,
• Ability to multi-task

Managerial Competencies:

• Providing strategic vision and focus,
• Engaging internal/external partners and stakeholders,
• Leading, developing and empowering people/creating a culture of performance,
• Making decisions and exercising judgment.

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable