Facilities Management Assistant

The Facilities Management Assistant provides administrative and logistical support within the Engineering and Facilities Management unit of the United Nations Support Mission in Libya. The role involves coordinating projects, managing service contracts, supporting logistics for mission activities, and assisting with environmental and waste management tasks.

Responsibilities

• Providing administrative assistance to Chief of Section regarding the ongoing projects in the mission.
• Establishing plans for carrying out projects as requested, considering manpower, supplies and time required.
• Distributing the tasks to the different staff and contractors involved.
• Contacting the different offices for supplies and services required.
• Coordinating between the different resources.
• Monitoring the ongoing process and working out the difficulties that might arise along the process.
• Providing logistics support to the Mission HQ, Chief of Staff team, military and civilian on behalf of general services.
• Reviewing all incoming requests and deciding on the priority of tasks to be accomplished together with Chief of Section.
• Checking the areas concerned and advising the relevant staff to provide the required maintenance.
• Contacting vendors and/or contractors concerning any services and materials that cannot be provided locally, and initiating requisitions accordingly.
• Conducting inspections to ensure requirements are met.
• Monitoring service contracts, in terms of supervising contractors, services rendered and funds involved.
• Drafting the service contracts including cleaning, laundry and dining contracts and ensuring the maximum benefit to the UN.
• Coordinating with the procurement unit in finalizing the contract.
• Reviewing and checking the work provided by the contractors in accordance with the need of the mission.
• Reviewing areas that need more attention other than the routine daily work for cleaners and advising their foreman on schedules in the cases of meetings, conferences, functions, moving offices or conducting maintenance work in some offices.
• Checking the invoices submitted by the contractors in terms of the work provided in line with the contract, and ensuring accuracy of prices, and availability of funds.
• Signing the correct invoices that services are satisfactorily rendered prior to certifying them by Chief of Section.
• Providing logistics support to all ongoing daily briefings and conferences in mission HQ.
• Ensuring that conference rooms are available for the meeting/conference.
• Advising IT and communications on any equipment to be installed and ensuring proper installation and functionality.
• Advising Chief of Warehousing on stationery and furniture required, and ensuring proper setting and availability of materials requested.
• Providing logistical support to claims officer with regards to write off cases.
• Providing logistical support in cases of emergencies and evacuations.
• Perform key management, accommodation bookings and facilities support.
• Prepare the cost recovery of accommodations and offices facilities.
• Perform Environmental activities as assigned.
• Assist in waste management with regular cleaning, monitoring of the waste segregation at the source.
• Perform other duties and responsibilities as required.

Requirements

• High school Diploma or equivalent is required.
• A minimum of five (5) years of experience in facilities Management, building management, engineering, architecture, administrative services or related areas is required.
• The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher.
• Experience in facilities management, accommodation management is desirable.
• Relevant experience with United Nations Secretariat or UN Common System Organization (including Agencies, Funds and Programmes) and/or similar international organization is desirable.
• English and Arabic are required with UN Level II proficiency in English (reading, writing, listening, speaking) and UN Level III proficiency in Arabic (reading, writing, listening, speaking).

Skills

• Facilities Management
• Building Management Systems
• Engineering Support
• Administrative Services
• Accommodation Management
• Project Coordination
• Support Contract Management
• Logistical Support
• Environmental Management
• Waste Management

Languages

English, Arabic