Overview

The Senior Facilities Management Assistant coordinates office space planning and design activities, manages staff relocation, and supervises construction/modification works within existing facilities.

Tasks Summary

• Coordinates office space planning and design activities, including programming, alterations, and minor construction.
• Plans, schedules, supervises and manages staff relocation and office moves.
• Reviews contractors' invoices and assists with cost recovery.
• Prepares scopes of work and technical specifications, including engineering drawings and cost estimates.
• Carries-out technical evaluation of offers and supervises contract implementation.
• Assists in developing standards for occupancy and guidelines for space management.
• Maintains and updates the space portfolio at UNHQ through the CAFM system.
• Assists in drafting responses to auditors and monitors audit recommendations.
• Drafts status reports, briefing papers, and ad-hoc reports on projects.
• Assists in reviewing proposals for rental/lease or construction of new facilities.
• Liaises with the Administrative Section for RE portfolio updates.
• Manages all UN Gifts related activities.
• Performs annual review and physical verification of Gifts inventory.
• Manages the Gifts’ Storage space.
• Assists in the implementation of the section’s work plan and budget preparation.
• Supervises general service staff as required.
• Performs other duties as required.

Experience Requirements

A minimum of 10 years of experience in facilities management, building management, engineering, architecture, administrative services or related area is required. The minimum years of relevant experience is reduced to 8 for candidates who possess a first-level university degree or higher. Experience in Computer-aided Facility Management (CAFM) is required. Experience in using architecture design software such as AutoCAD or similar programme is required. Experience in coordinating office space planning is desirable. Experience in contract management is desirable. Experience in an Enterprise Resource Planning system (such as SAP or an equivalent) is desirable.

Qualification Requirements

High school diploma or equivalent is required.