Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

The Facilities and Administrative Services unit ensures the delivery of a cost-effective, client-focused service at a strategic level for all UN Women Headquarters. This includes overseeing an integrated programme of cleaning and building maintenance services, construction and relocation projects and overall delivery of standard office supplies and conference services management. In addition, this includes the management of the global distribution and messenger services center.

Under the guidance and supervision of the Administrative and Facilities Specialist, the Facilities Focal Point support all staff in UN Women by performing a variety of standard administrative and distribution processes to deliver the above-mentioned services while ensuring high quality and accuracy of work.

Duties and Responsibilities

Facilities Mailroom Consultant Responsibilities:

• The ideal candidate will have strong attention to detail, excellent organizational skills, and the ability to work in a fast-paced environment and multi-task.

Distribution Center:

• The manager of shipping, receiving and mailroom plans directs, develops, administers and manages all the operational and procedural functions and activities shipping, receiving, and mailroom that are engaged in sorting, handling and distributing materials and products.
• Giving amazing customer service to our onsite operation by scanning/delivering/tracking/reporting in and outgoing business packages and mail (via UPS, USPS, Fedex, etc) and diplomatic pouch.

• Manage the delivery and receipt of assets and non-capital assets, which involves but not limited to the oversight of tagging and documentation in coordination with the recipients and asset team.
• Manage the verifying and reconciling of invoices, ensuring accuracy of data, and communicating with vendors and internal departments to resolve any discrepancies.
• Procurement of goods and services when required.

Conference Room Management:

• Manage the conference room setups. Including the oversight and support of the set-up / tear-down for events: prepare, manage and maintain the conference rooms which includes set-up and tear-down for events including moving tables and chairs; inspect and verify the good working condition and safety of furniture; recommend replacement equipment as needed; perform minor maintenance and preventative maintenance as needed.

Moves and Heavy Lifting:

• Perform any other activity, sometimes requiring heavy lifting and transport of materials to other UN buildings, and as required in order to assure the success of the work team in support of the UN Women mandate and strategy.

Competencies

• Integrity: Demonstrate the values of United Nations and UN Women, act without consideration of personal gain, resist undue political pressure in decision-making, no abuse of power or authority, stand by decisions in the organization’s interest, and take action in cases of unprofessional or unethical behavior.
• Professionalism: Show pride in work and achievements, demonstrate professional competence and mastery of subject matter, conscientious and efficient in meeting commitments and achieving results, motivated by professional rather than personal concerns, show persistence when faced with challenges, and remain calm in stressful situations.
• Respect for Diversity: Work effectively with people from all backgrounds, treat all people with dignity and respect, treat men and women equally, show respect for and understand diverse opinions by examine own biases and behaviors to avoid stereotypical responses, and do not discriminate against any individual or group.

Core Competencies:

• Ethics and Values: Demonstrate and safeguard ethics and integrity.
• Organizational Awareness: Demonstrate corporate knowledge and sound judgment.
• Development and Innovation: Take charge of self-development and take initiative.

• Work in teams: Act as a team player and facilitate teamwork.
• Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication.

Functional Competencies:

• Ability to administer and execute administrative processes and transactions.
• Reports to internal and external clients in a timely and appropriate fashion.
• Organizes and prioritizes work schedule to meet client needs and deadlines.
• Establishes, builds, and sustains effective relationships within the work unit and with internal and external clients.
• Responds to client needs promptly.
• Strong IT and web-based skills.

Required Skills and Experience

Education and certification:

• Experience in the usage of computers, office software packages (MS Work, Excel, PowerPoint etc.) is required.
• Minimum six (6) years’ administration experience required.

Language Requirements:

• Fluency in written and spoken English.
• Knowledge of Spanish is an asset.