Facilities Management Assistant

vor 2 Wochen

Geneve, Schweiz United Nations Vollzeit

This position is located within the International, Impartial and Independent Mechanism to Assist in the Investigation and Prosecution of Persons Responsible for the Most Serious Crimes under International Law Committed in the Syrian Arab Republic since March 2011 (IIIM) in Geneva, Switzerland. The Facilities Management Assistant will report to the Senior Administrative Officer (Administrative Section).

**Responsibilities**:
Within delegated authority, the Facilities Management Assistant is responsible for the following duties:

- Plans, schedules, monitors, and coordinates groundskeeping, landscaping, and cleaning services.
- Plans, schedules, monitors and coordinates construction, repair, maintenance and installation of conventional buildings, temporary buildings, and infrastructure.
- Manage access to the premises in compliance with IIIM security rules.
- Plans, schedules, monitors, and coordinates maintenance services of installations, systems and equipment throughout IIIM premises.
- Serves as focal point for coordination with UNOG on facilities management matters.
- Receives, analyzes, and reviews service requests, including installations of equipment; determines priority of work, plans, and prepares work/task orders, assigns work and follows up on service complaints. Coordinates with requesting departments in case of changes in requirements and suggests alternatives or interim solutions. Trains users on equipment installed.
- Carries out technical assessments of existing buildings and infrastructure. Initiates physical space planning. Ensures equipment/supplies are securely and properly stored.
- Assists in taking physical inventories of IIIM property and in investigating and reconciling discrepancies. Assists in managing and maintaining a comprehensive electronic database of expendable and non-expendable IIIM property.
- Assists the supervisor in preparing draft proposals for maintenance services and cleaning services.
- Conducts technical reviews of offers submitted for review and discussion to determine extent of work required, presents alternatives as solution of problems. Facilitates access to and accompanies all contractors to job locations, clarifies requirements after contract has been awarded to successful contractor.
- Supervises and coordinates with contractors performing facilities management services 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. Does final inspection, supervises the commissioning of the work and informs supervisor of completion of work.
- Prepares and writes requisitions for purchase of equipment, material, spares, etc. related to facilities management and cleaning services, reviews and evaluates offers.
- Provides support services to conferences and meetings, in coordination with requesting departments and maintains liaison with focal points.
- 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 Mechanism.
- Support implementation of Environmental Initiatives according to the IIIM requirements.
- Performs other duties as required by the supervisor.

Competencies
- TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
- PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Education
High School diploma or equivalent is required.

Job - Specific Qualification
Certification in Project Management (Prince2 or similar) is desirable.

Work Experience
A minimum of seven (7) years of experience in facilities management, building management, engineering, architecture, administrative services or related area is required.

Experience in management and maintenance of large building technical installations is desirable.

A minimum of two (2) years of experience within the United Nations System or other similar international organization is desirable

Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Fluency in French is desir

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