Overview
The Facilities Management Assistant will plan, schedule, and supervise construction projects, repairs, and maintenance for UN Headquarters and leased areas. The role involves managing staff relocation, reviewing service requests, and evaluating functional needs.
Key Responsibilities
- Plans, schedules, and supervises construction projects, repair, maintenance and installation of conventional buildings, temporary buildings, infrastructure and sites and premises including grounds in the UN Headquarters and other off-site leased areas, coordinates maintenance services of installation systems and equipment throughout the complex.
- Plans, schedules, supervises and manages staff relocation and office moves; coordinates with requesting departments when requirements change and suggests alternatives or interim solutions.
- Receives, analyses and reviews service requests submitted to the unit, determines priority of work, plans and prepares work orders, assigns work and follows up on service complaints.
- Evaluates the functional needs of the department and reviews staffing diagrams, analyses the workplace requirements, formulates and executes plans.
- Reviews contractors' invoices and assists with cost recovery as required.
- Carries out technical assessments of existing buildings and infrastructure.
- Assists the supervisor in preparing draft proposals for construction and alterations work including preparation of construction drawings, technical specifications, bills of quantity and cost estimates.
- Conducts technical reviews of offers submitted and studies drawings and sketches for review and discussion to determine extent of work required; presents alternatives as solution of problems.
- Accompanies all contractors to job locations, clarifies drawings and specifications after contract has been awarded to successful contractor.
- Supervises and coordinates with contractors performing construction and alteration work to ensure that quality of services performed by the contractors is in accordance with set terms and conditions, codes and standards, health and safety regulations and objectives.
- Coordinates project activities among outside contractors, in-house shops and departments; performs on-site monitoring during implementation of projects to ensure adherence to contract, progress of work in accordance with schedule and budget and compliance with drawings and specifications.
- Prepares progress reports on projects as required.
- Performs final inspection, supervises the commissioning of the work, claims operation manuals/warranties if required and shop drawings for files, informs supervisor of completion of work and ensures that all records are kept for future reference.
- Prepares and writes requisitions for purchase of services, equipment, material, spares, etc.; reviews and evaluates offers and coordinates with procurement unit to provide technical briefings onsite to proposed vendors prior to bidding.
- Prepares scope of services for various professional services to include architectural, engineering or construction on-call contractors, assesses technical qualifications, supervises preparation of design documents and evaluates their performance.
- Provides support services to conferences and meetings, in coordination with Conference Services and other requesting departments and maintains liaison with focal points.
- Participates in the preparation of cost estimates of biennial budget and spending plan related to the Unit accounts.
- Prepares yearly budget estimates and monthly tables of prorated charges for common services, and monthly/yearly consumption and expenditure tables as well as charts of general operating expenses.
- Suggests ways to institute control and methods to improve service and reduce cost for the United Nations.
- Coordinates with Special Events Unit, Security and Safety on their investigation on safety and fire hazard situations associated with occupancy in UN buildings.
- Assists the supervisor in preparing reports and schedules on space usage, building efficiency and lease contract management to be shared with the stakeholders as needed.
- Participates in initiating potential sustainability projects for the UN complex.
- Performs other duties as required.
Required Experience
A minimum of seven years of experience in facilities management, space planning, engineering, architecture or related area is required. The minimum years of relevant experience is reduced to five for candidates who possess a first-level university degree or higher. Experience in using architecture design software such as AutoCAD or similar programme is required. Experience in contract management is desirable. Experience coordinating flexible workspace planning is desirable. Experience in an Enterprise Resource Planning system (such as SAP or an equivalent), is desirable. Experience in Computer-aided Facility Management (CAFM) is desirable.
Qualifications
High school diploma or equivalent is required.
