Facilities Management Assistant, G4

The Facilities Management Assistant supports the Planning Design and Construction Section by assisting in the preparation of reports, monitoring budgets, managing work orders, maintaining contract files, and coordinating construction and renovation projects at the UN Headquarters in New York. The role involves administrative and operational support to ensure effective facilities management.

Responsibilities

• Assists the Chief in the preparation of reports on building services; collects and compiles information, checks statistical data for accuracy, and makes simple cost calculations.
• Participates in budget projections, monitors expenditures against the purchase orders, and updates database information to ensure adequate funds are available.
• Receives requests for repairs, generates appropriate work orders and blueprints, specifying the appropriate technical data, reviews work orders assigned to PDCS and dispatches them to the appropriate trade shops to proceed with alteration work.
• Follows up on pending requisitions and requests for additional work and priority services.
• Secures signatures of authorized officers for approval of projects, requisitions, and invoices.
• Creates, maintains and updates the Contract files by ensuring that all pertinent documentation is filed accordingly and ready for the auditor's review as and when required.
• Maintains a filing system and updates files (both paper and electronic) databases for the work unit.
• Maintains and controls the space on-line system on availability of space to identify capacity for space demands and coordinates with clients.
• Reviews contractors' invoices and assists with cost recovery as required.
• Processes and tracks vendor's invoices and proposals, checking for correctness against terms in the contract.
• Assists the Chief in providing information for preparing the scope of work (SOW) and technical evaluations; supports coordination with procurement and keeping track on related orders.
• Assists in monitoring the service contract activities, adjusting priorities, inspections of work where necessary, and other related tasks.
• Maintains and files records on personnel matters and contracts.
• Supports the team for tracking UN gifts and updating gifts inventory.
• Serves as a back-up for team assistant of OSAU and ACU when necessary.
• Assists team on contracts' performance indicators to ensure vendor's compliance.
• Controls stock of office supplies of the section.
• Coordinates construction and renovation projects on-site.
• Catalogues drawings in electronic format.
• Performs other duties as assigned by the supervisor.

Requirements

• High school diploma or equivalent is required.
• A minimum of 3 years of experience in administrative services related to facilities management is required.
• The minimum years of relevant experience is reduced to one for candidates who possess a first-level university degree or higher.
• Experience in monitoring office space capacity allocation is desirable.
• Experience in processing and tracking invoices is desirable.
• English is required at UN Level II for reading, writing, listening, and speaking.

Skills

• Facilities Management
• Administrative Services
• Office Space Monitoring
• Invoice Processing
• Budget Monitoring
• Work Order Management
• Contract File Maintenance
• Construction Project Coordination
• Report Preparation
• Renovation Project Management

Languages

English