FACILITIES MANAGEMENT ASSISTANT

Org. Setting and Reporting

The Economic and Social Commission for Western Asia (ESCWA) forms part of the United Nations Secretariat and, like the other regional commissions, operates under the supervision of the United Nations Economic and Social Council. ESCWA comprises 21 Arab countries in Western Asia and North Africa. ESCWA provides a framework for the formulation and harmonization of sectoral policies for member countries, a platform for congress and coordination, a home for expertise and knowledge, and an information observatory. ESCWA activities are coordinated with the divisions and main offices of the Headquarters of the United Nations, specialized agencies, and international and regional organizations, including the League of Arab States and its subsidiary bodies, and the Gulf Cooperation Council. This post is located within the Resource Management and Service Development Division (RMSDD) of the Economic and Social Commission for Western Asia (ESCWA). The Facilities Management Assistant will be under the overall supervision of the Chief FAMSS.

Responsibilities

Within delegated authority, the Facilities Management Assistant will carry out the following duties: • Evaluates the functional needs of requesting departments in terms of space and equipment. • Audits the existing and the proposed workplace assigned to requesting departments in order to evaluate the appropriateness of the request. • Determines appropriate space allocation required in order to meet the requests of the requesting department in terms of meeting room, workstations, equipment, mail room, copier room. • Prepares space layouts showing arrangement of rooms and equipment. • Prepares presentation of proposals for efficient space distribution to the department and the executive office for approval. • Coordinates office moves: sets up moving schedules, issues moving work-orders, informs security, transportation and elevator services of these moves. • Prepares and issues work orders and blueprints including appropriate technical data for shops and follows up on the development of the work until completion. • Inspects areas of the complex to ensure use and maintenance of safety standards and equipment. • Coordinates construction projects and liaises with shops or contractors and operation section, identifying construction problems and providing solutions. • Reviews contractors’ invoices and assists with cost recovery as required. • Surveys areas to be developed: location of partitions, telephones, electrical and LAN outlets, and finalizes proposals for implementation of work. • Coordinates, monitors and supervises work performed by contractors to ensure adherence • to work schedule and guidelines. • Supervises the commissioning of the work and testing of any new systems, if necessary, in coordination with Safety & Security. • Ensures the submittal of complete shop drawings and operation manuals when necessary. • Validates requests for installation or removal of telephones and electrical outlets. • Maintains and updates plans and drawings used as reference information by the unit. • Compiles documentary evidence on accidents. • Ensures that projects meet safety and security standards by reviewing them with designated Safety and Security officials. • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assists with visualizations and updating information material such as web pages or brochures. • Performs section administrative work. • Performs other duties as required.

Competencies

• PROFESSIONALISM: Knowledge of the Organization’s rules and regulations as they pertain to building management and of industry codes and standards. Knowledge in projects follow-up, read design plans and work on AutoCAD. 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. • PLANNING AND 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

Not available.

Work Experience

A minimum of five (5) years of experience in facilities management, building management, engineering, architecture, administrative services, or related area is required. A minimum of two (2) years of experience with the UN common system is desirable. A minimum of two (2) of experience in projects follow-up, read design plans and work on AutoCAD is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. In addition, Arabic is a working language at ESCWA. For this position, fluency in English and Arabic is required. Note: “Fluency” equals a rating of ‘fluent’ in all four areas (speak, read, write, and understand) and “Knowledge of” equals a rating of ‘confident’ in two of the four areas.

Assessment

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

Special Notice

•This position is available for one year from the date of appointment. Extension of the appointment is subject to the availability of the post or funds, budgetary approval, extension of the mandate, continued need for services, and satisfactory performance. •At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. •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. •Candidates are fully responsible for all arrangements and costs for attending all assessments and interviews. All candidates shall receive the same notice period for attending the assessments and interviews. •The candidate is fully responsible for all costs and arrangements related to travel and relocation (including visas and permits) to the duty station and for continued employment at ESCWA. •Staff members are subject to the authority of the Secretary-General, who may assign them to any task or function in the organization. In this context, all staff are expected to move periodically to new functions during their careers in accordance with established rules and procedures. •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.