FACILITIES MANAGEMENT ASSISTANT

Org. Setting and Reporting

This post is located within the Engineering and Facility Management Unit of the Mission Support Service of the United Nations Support Mission in Libya (UNSMIL). The position is located in Tripoli, Libya. The incumbent will report to the Engineering Technician.

Responsibilities

Within delegated authority and under the general supervision of Chief Engineering Unit, the incumbent performs the following duties: • Providing administrative assistance to Chief Engineering Unit or his/her direct supervisor regarding the ongoing projects in the mission. • Following Chief Engineering plans for carrying out projects, maintenance operations, facilities support as requested, considering manpower, supplies and time required. • Distributing the tasks to the different staff and contractors involved. Contacting the different offices for supplies and services required. Coordinating between the different resources. Monitoring the ongoing process and working out the difficulties that might arise along the process. • Providing facility management support to all Units/Sections including mission support and substantive. • Reviewing all incoming requests and prioritizing the tasks to be accomplished in consultation with Chief Engineering or his/her direct supervisor. • Checking the areas concerned and advising the relevant staff to provide the required maintenance. • Contacting vendors and/or contractors concerning any services and materials that cannot be provided locally and initiating requisitions accordingly. • Conducting inspections to ensure requirements are met. • Monitoring service contracts, in terms of supervising contractors, services rendered, and funds involved. • Drafting the service contracts including Lease, cleaning, and maintenance contracts to ensure the maximum benefit to the UN. • Coordinating with the procurement unit in finalizing the contracts. Reviewing and checking the work provided by the contractors in accordance with the need of the mission. • Reviewing areas that need more attention other than the routine daily work for cleaners and advising their supervisor on schedules in the cases of meetings, conferences, functions, moving offices or conducting maintenance work in some offices. • Checking the invoices submitted by the contractors in terms of the work provided in line with the contract, and ensuring accuracy of prices, and availability of funds. • Verifying the correct invoices that services are satisfactorily rendered prior to certifying them by Chief of Unit. • Providing logistical support to all ongoing daily briefings and conferences in UNSMIL compound. Ensuring that the conference room is clean prior to meetings. • Coordination on the Facilities management matters with stakeholders in the mission including but limited to Life support unit, IT, Central warehouse, Finance, services providers. • Providing logistical support to all concerned units/sections in the compound. • Other duties and responsibilities assigned by his/her supervisor.

Competencies

Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines, and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Academic or non-academic certification in civil engineering, architecture, electrical, mechanical engineering or related fields is desirable.

Work Experience

A minimum of five (5) years of progressively responsible experience in facilities management, building management and maintenance, engineering, architecture, administrative and technical services or related area is required. Progressive experience in design, operation, supervision related to the maintenance of electrical or mechanical systems is desirable.

Languages

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

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.