Facilities Management Assistant, New York City

Org. Setting and ReportingThe Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration. This position is located in the Architectural and Construction Unit (ACU), Planning, Design and Construction Section (PDCS), Facilities and Commercial Activities Service (FCAS), Division of Administration (DOA), Department of Operational Support (DOS). The Facilities Management Assistant reports to the Chief of ACU and the Chief of PDCS. ResponsibilitiesWithin delegated authority, the Facilities Management Assistant will carry out the following duties: • Plans, schedules, and supervises construction projects, repair, maintenance and installation of conventional buildings, temporary buildings, infrastructure and sites and premises including grounds in the UN Headquarters and other off-site leased areas, coordinates maintenance services of installation systems and equipment throughout the complex. • Plans, schedules, supervises and manages staff relocation and office moves; coordinates with requesting departments when requirements change and suggests alternatives or interim solutions. • Receives, analyses and reviews service requests submitted to the unit, determines priority of work, plans and prepares work orders, assigns work and follows up on service complaints. Coordinates with requesting departments in case of changes in requirements and suggests alternatives or interim solutions. • Evaluates the functional needs of the department and reviews staffing diagrams, analyses the workplace requirements, formulates and executes plans. • Reviews contractors' invoices and assists with cost recovery as required. • Carries out technical assessments of existing buildings and infrastructure. • Assists the supervisor in preparing draft proposals for construction and alterations work including preparation of construction drawings, technical specifications, bills of quantity and cost estimates. • Conducts technical reviews of offers submitted and studies drawings and sketches for review and discussion to determine extent of work required; presents alternatives as solution of problems. Accompanies all contractors to job locations, clarifies drawings and specifications after contract has been awarded to successful contractor. • Supervises and coordinates with contractors performing construction and alteration work to ensure that quality of services performed by the contractors is in accordance with set terms and conditions, codes and standards, health and safety regulations and objectives. • Coordinates project activities among outside contractors, in-house shops and departments; performs on-site monitoring during implementation of projects to ensure adherence to contract, progress of work in accordance with schedule and budget and compliance with drawings and specifications. Prepares progress reports on projects as required. • Performs final inspection, supervises the commissioning of the work, claims operation manuals/warranties if required and shop drawings for files, informs supervisor of completion of work and ensures that all records are kept for future reference. • Prepares and writes requisitions for purchase of services, equipment, material, spares, etc.; reviews and evaluates offers and coordinates with procurement unit to provide technical briefings onsite to proposed vendors prior to bidding. • Prepares scope of services for various professional services to include architectural, engineering or construction on-call contractors, assesses technical qualifications, supervises preparation of design documents and evaluates their performance. • Provides support services to conferences and meetings, in coordination with Conference Services and other requesting departments and maintains liaison with focal points. • Participates in the preparation of cost estimates of biennial budget and spending plan related to the Unit accounts. Prepares yearly budget estimates and monthly tables of prorated charges for common services, and monthly/yearly consumption and expenditure tables as well as charts of general operating expenses. • Suggests ways to institute control and methods to improve service and reduce cost for the United Nations. • Coordinates with Special Events Unit, Security and Safety on their investigation on safety and fire hazard situations associated with occupancy in UN buildings. • Assists the supervisor in preparing reports and schedules on space usage, building efficiency and lease contract management to be shared with the stakeholders as needed. • Participates in initiating potential sustainability projects for the UN complex. • Performs other duties as required. CompetenciesPROFESSIONALISM: Knowledge of the Organization's rules and regulations as they pertain to building management, and of industry codes and standards. Ability to read and interpret architectural floor plans (TBD by hm) . 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; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. PLANNING AND 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of seven years of experience in facilities management, space planning, engineering, architecture or related area is required. The minimum years of relevant experience is reduced to five for candidates who possess a first-level university degree or higher. Experience in using architecture design software such as AutoCAD or similar programme is required. Experience in contract management is desirable. Experience coordinating flexible workspace planning is desirable. Experience in an Enterprise Resource Planning system (such as SAP or an equivalent), is desirable. Experience in Computer-aided Facility Management (CAFM) is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult for details).