Technical Associate (Mechanical)

1. Organization Description 

Launched in early 2006, the Delivering as One (DaO) initiative in Viet Nam was the United Nations’ response to the Vietnamese Government’s call for a more effective UN. It was built focused on six pillars: One Plan, One Budget, One Leader, One Set of Management Practices, One Voice and the Green One UN House (GOUNH).

The GOUNH in Hanoi is housing 15 United Nations agencies, with around 450 UN staff, and is managed by the Common Back Office (CBO), which is a customer-centric and cost-effective UN common shared service unit, delivering services in the areas of ICT, Building and Facilities Management, Green One UN House Security and General Administrative Services through a one-stop shop system.

The Technical Associate (Mechanical) is a member of the CBO team and under the overall guidance of the GOUNH CBO Manager and the direct supervision of the Facility Analyst, he/she shall work in close collaboration with the Technical Associate (Electrical), other CBO staff and technical service providers to perform a variety of standard technical processes ensuring high quality and accuracy of work at the GOUNH.

UNDP/CBO adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP/CBO personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

2.     Scope of Work 

The Technical Associate (Mechanical) shall demonstrate a client-oriented approach, tact, and ability to work with people of different national and cultural backgrounds, ensuring consistency and timeliness of delivery.

Summary of key functions:

Maintenance of daily operation in accordance with ISO 14001:2015 standards, LOTUS requirements and other applicable standards, focusing on the achievement of the following results:

• Conduct operation and maintenance of centralized and distributed building equipment systems (HVAC, UPS, Photovoltaic grid…) in conjunction with contracted maintenance parties. Perform regular (daily) inspections of major building equipment, and regular surveys.
• Control equipment and integrated systems via the Building Management System to provide indoor climate and configuration according to established set-points, adjusting as necessary to provide uninterrupted operation for ad-hoc events outside of pre-programmed schedules.
• Inspect all workspaces including lighting; computerized and analogue monitoring and control systems; security access systems; power distribution; pumps; elevators; control equipment & wiring on a regular basis.
• Maintain proper arrangement and quantity of spare parts and tools; Prepare and complete maintenance schedules & reports, update and implement the effective Preventative Maintenance Plan including list of necessary spare parts as appropriate to ensure validity of warranties on equipment and maximize life-span of installed equipment.
• Propose to replace end-of-life equipment with managed systems where appropriate.
• Plan and perform preventative maintenance work where appropriate or outside of a service contract.
• Update building changes using AutoCAD and following Facility Management Unit (FMU) drawing standards to maintain accurate and current As-Built drawings, schedules, and building information in the Operation and Maintenance Manuals.
• Handle client service requests promptly and effectively, including provision of technical support to clients in designing and installing furniture and fixing equipment.
• Prepare and submit all operation records on a regular basis to analyze the working condition of equipment and propose solutions if needed
• Support the Facility Analyst in preparation of technical requirements, drawings, specifications (ToR), cost estimation and propose capable contractors for specific technical services.
• Participate in the commissioning process of newly installed technical systems of the GOUNH and provide support to establish operating guidelines and test reports based on this activity.
• Handle, compile and maintain documentation for building certification and training purposes.

Liaison and supervision with service agents and 1^st– and 2^nd-line service technicians performing preventative and curative maintenance on GOUNH Equipment, Plant, and Systems, focusing on the achievement of the following results:

• Receive, escort, and supervise as necessary 1^st– and 2^nd-line service technicians performing preventative and curative maintenance at the GOUNH site.
• Supervise the contractor’s work on-site to ensure service quality.
• Assist in preparation of plans and specifications for work requirements; provides direction to outside contractors and ensures that construction, maintenance and repair works are completed; prepares status of work & completed reports.
• Train 1^st– and 2^nd-line service technicians and outsourced security staff on technical skills and health & safety standards.

Maintenance of the Integrated Security System (ISS) equipment, focusing on the achievement of the following results:

• Ensure the Electronic Door Locks, CCTV cameras, PIR detectors, etc. are fully operational and the operation of the Integrated Security System and use of this equipment is within the Security and Safety Unit.
• Ensure the ISS meets the requirements of Uited Nations Department of Safety and Security.

Support knowledge building and sharing

• Provide guidance and inputs to the clients on related processes;
• Provide sound contributions to knowledge networks and communities of practice.

Support Quality Assurance:

• Ensure that all dealings and interactions with internal and external partners are transparent and exhibit integrity as guided by the standards of conduct outlined in his/her contract and immediately report any violations of these standards.
• Ensure that all activities in his/her area are fully aligned to UNDP rules and regulations and the highest standards of quality.
• Contribute to the planning and reporting requirements of the CBO as required and ensure that the Key Performance Indicators of CBO’s work in his/her area are met
• Review and make recommendations on how areas of low performance and low client satisfaction can be improved and take immediate actions to address as agreed with his/her supervisor

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the CBO.

3. Institutional Arrangement

Under the overall guidance and supervision of the Facility Analyst, the Technical Associate (Mechanical) works in close collaboration with the CBO team, UNDP as CBO’s hosting agency and provider of legal framework for the CBO to function and other UN agencies staff to exchange information and ensure consistent service delivery.

An Organigram is attached as an Annex to show the position of this function within the office and unit structure.

4. Competencies

Core Competencies

Achieve Results	LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively	LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously	LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility	LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination	LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner	LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion	LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical Competencies

Thematic Area	Name	Definition
Business Management	Results-based Management	Ability to manage programmes and projects with a focus at improved performance and demonstrable results
Business Management	Project Management	Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
Business Management	Operations Management	Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms
Business Management	Customer Satisfaction/Client Management	Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.
Administration & Operations	Inventory   Management	Ability to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold.  ( $5K and above )
Administration & Operations	Documents and records management	Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Administration & Operations	Building, facilities & office space management	Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data

5. Minimum Qualifications

Min. Education requirements	Secondary education is required. A university degree  in the field of Mechanical/Electronic (controls)/ software systems/  or equivalent field will be given due consideration, but it is not a requirement.
Min. years of relevant work experience	Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant experience in managing building facilities or advisory services in a client-oriented industry is required.
Required  skills	Experience in Database management and basic analytical skills are required. Experience in the use of computer software such as  AutoCAD, Photoshop…and office software packages (MS Word, Excel, etc.) is required. Experience in operating mechanical systems and compliance with technical standards is required.
Desired skills in addition to the competencies covered in the Competencies section	Hand-on experience with preventive maintenance programs and repair of mechanical equipment is an asset. Experience in handling of management systems including Building Management Systems (such as Honeywell), fire alarm system,  facility management software and technical applications … is an advantage. Experience in procurement of technical services for operational business/projects is an asset. Experience in the Vietnamese national building regulations system is an advantage.
Required Language(s)	Fluency in English  and Vietnamese is required.