Facilities Services Specialist

The Facilities Services Specialist provides strategic and technical support in premises management to promote operational efficiency and cost reduction through space optimization, renovations, and construction projects at UNICEF Headquarters in New York. The role involves managing office space, overseeing maintenance and renovation projects, and ensuring safe and functional working environments.

Responsibilities

• Manage office space at UNICEF House, including conducting periodic analysis of space requirements in line with established office space guidelines, and propose recommendations to improve efficiency.
• Supervise the work of the facilities maintenance team, including helpdesk, ensuring service requests are completed in a timely manner and are of high quality.
• Oversee the selection process and the work for approved renovation and maintenance projects, escalating significant issues to the attention of the Chief.
• Carry out an initial review of the costs, feasibility and timeframe of any office space renovations requested by UNICEF staff and make recommendations as to whether the work should proceed.
• Prepare designs and layouts for projects under consideration.
• Develop a plan for transitional arrangements for the duration of approved renovation work and communicate to impacted staff.
• Provide input into the preparation of the building management budget, encompassing renovations, capital improvements and ongoing facilities.
• Carry out periodic reviews of the building structure, as well as the mechanical and electrical systems, working with external service providers as appropriate, and make recommendations to improve performance, adhering to building codes.
• Provide technical advice to the Chief, Administrative Management (Common Services) with regards to building renovation and maintenance.
• Periodically review the administrative procedures for Facilities Services and propose changes as appropriate.
• Manage and update floor plans and database for UNICEF House.
• Propose efficient, feasible, and strategies for utilization of office space.
• Support the Chief, Administrative Management (Common Services), in coordinating day-to-day operations related to the security of premises and staff located in NY, liaising with UN Security and other UN agencies on security matters, as appropriate.
• Perform any other duties, including support to promote workplace safety as requested by the Chief, Administrative Management (Common Services).

Requirements

• Advanced university degree in technical or engineering specialty or related discipline.
• A minimum of 5 years of progressively responsible experience in facility and/or project management functions, preferably with experience in construction management, space planning and responsibility for management of large office buildings.
• Demonstrated knowledge of architecture, construction, space planning, budgeting and building management.
• Competence in all areas of Microsoft Office Suite.
• Good interpersonal, written and oral communication skills.
• Courtesy, discretion and initiative are required.
• Tact and diplomacy in dealing with UNICEF employees and external organizations is required.
• Strong proven supervisory background and leadership ability.
• Broad-based knowledge and expertise in all aspects of general facilities, administration, and construction management.
• Ability to supervise and direct a team of general service, maintenance staff, contractors, consultants and support staff.
• Must have excellent organizational skills with ability to work efficiently within timeframes.
• Exercise sound judgement in responding to requests, complaints and crises.
• Ability to work under tight schedule.
• Good team player and ability to work harmoniously with colleagues also under stress and prepared to deal with issues which arise on a contingent basis.
• Knowledge of English language at a Proficient/Fluent level is required.
• Desirable: Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish).
• Proven ability to conceptualize, plan and execute ideas as well as transfer knowledge and skills.
• Good knowledge of AutoCAD, Aperture, and/or CAFM applications.
• Ability to manage multiple projects within budget, dealing with multiple vendors.
• Experience in dealing with highly sensitive issues.
• Understanding of UNICEF policies and procedures, as well as Financial Regulations and Rules.
• Excellent Negotiation skills.
• Proven ability to work in a multi-cultural international environment.
• Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts.

Skills

• Facilities Management
• Project Management
• Construction Management
• Space Planning
• Building Management Systems
• Budgeting
• Microsoft Office Suite
• Supervisory Abilities
• Team Leadership
• Organizational Skills
• AutoCAD
• CAFM Applications
• Vendor Management
• Negotiation Skills
• Crisis Management
• Knowledge of UNICEF Policies
• Financial Regulations
• Multicultural Environment Experience
• Handling Sensitive Issues

Languages

English