Facilities Management Assistant

The Facilities Management Assistant supports the UNJSPF by planning, scheduling, and supervising construction, repair, maintenance, and installation of premises and equipment. The role involves coordinating with contractors, building management, and various UN departments to ensure quality and compliance with standards, as well as supporting conference services and budget preparation related to facilities management.

Responsibilities

• Plans, schedules and supervises construction, repair, maintenance and installation of UNJSPF premises in coordination with the building management.
• Plans, schedules, supervises and coordinates maintenance services of installations, systems and equipment throughout the office space.
• Receives, analyses and reviews service requests, determines priority of work, prepares work orders, assigns work and follows up on service complaints.
• Coordinates with requesting departments on changes in requirements and suggests alternatives or interim solutions.
• Trains users on equipment installed.
• Reviews contractors' invoices and assists with processing invoices.
• Carries out technical assessments of existing premises.
• Assists supervisor in preparing draft proposals for construction and alterations work including preparation of construction drawings, technical specifications, bills of quantity and cost estimates.
• Works alongside architects and engineers to develop comprehensive project plans.
• Conducts technical reviews of offers submitted and studies drawings and sketches to determine extent of work required.
• Supervises and coordinates with contractors performing construction and alteration work to ensure quality and compliance with codes and standards.
• Performs final inspection and supervises commissioning of work, claims operation manuals and shop drawings for files.
• Prepares and writes requisitions for purchase of equipment, material, spares; reviews and evaluates offers and coordinates with UN Procurement Division.
• Provides support services to conferences and meetings and maintains liaison with relevant focal points.
• Participates in preparation of cost estimates of annual budget and spending plan related to maintenance of Fund’s premises.
• Prepares yearly budget estimates and monthly tables of prorated charges for common services and expenditure tables.
• Suggests ways to improve service and reduce cost for the UNJSPF.
• Coordinates with UN Department of Security and Safety on security matters associated with Fund’s premises.
• Acts as focal point for property management and physical inventory inspections.
• Liaises and coordinates discrepancy reports with IT teams within the UNJSPF.
• Coordinates disposal of furniture and equipment in accordance with UN rules and procedures.
• Assists with updating facilities information material such as intranet pages and emails.
• Performs other duties as required.

Requirements

• High school diploma or equivalent.
• A minimum of seven (7) years of progressively responsible experience in facilities management, building management, engineering, architecture, administrative services or related area or a related area is required.
• The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher.
• At least five (5) years of experience facilities management in a commercial building is desirable.
• Experience with sustainable facilities management practices is desirable.
• Experience in a Pension Fund is desirable.
• Experience and ability to read construction drawings and floor plans is desirable.
• OSHA Certification is desirable.
• English is required at UN Level II for reading, writing, listening, and speaking.

Skills

• Facilities Management
• Building Management Systems
• Construction Supervision
• Maintenance Management
• Equipment installation
• Contractor Coordination
• Sustainable Facilities Management
• Reading Construction Drawings
• Floor Plan Interpretation
• OSHA 10 Certification
• Budget Preparation
• Conference Services

Languages

English