Closing date: Sunday, 18 January 2015
Posting Title: FACILITIES MANAGEMENT ASSISTANT, G7
Job Code Title: SENIOR FACILITIES MANAGEMENT ASSISTANT
Department/ Office: Economic Commission for Africa
Duty Station: ADDIS ABABA
Posting Period: 19 December 2014-18 January 2015
Job Opening number: 14-ENG-ECA-39465-R-ADDIS ABABA (O)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
Recruitment for this position is done on local basis, whether or not the candidate is a resident of the duty station. External candidates will be considered only when no suitable internal candidates are identified from the duty station, and subject to a passing grade on the relevant entry-level examination. If selected, external candidates will be responsible for any expenses incurred in order to take the ASAT examination, and, in the event of an employment offer, any cost relating to travel and relocation to the duty station on appointment and separation. The candidate will also be responsible to get any visas and work permits in order to take up the appointment. If selected, external candidates will be recruited on local basis and they would not be entitled to international benefits. Candidates who are short-listed to be considered for this position will be contacted by the recruiter to be scheduled to sit for the ASAT at a later date at the duty station.
Organizational Setting and Reporting
This post is located in the Division of Administration, Facilities Management Section, at the United Nations Economic Commission for Africa (UNECA).
Responsibilities
Within delegated authority, the Facilities Management Assistant will carry out the following duties:
- Coordinates construction, repair, maintenance and installation of conventional buildings, temporary buildings, infrastructure and sites and premises including grounds in the mission area.
- Coordinates maintenance services of installations, systems and equipment throughout the buildings.
- Plans construction and renovation projects, including conceptual design, identification of design parameters, analysis of functional/special needs and recommendations on alternative solutions.
- Draws , plan, prepares technical specifications, measures quantities and prepares cost estimates for renovations and alteration works;
- Investigates need for major maintenance and prepares program provided technical data and submits recommendations;
- Performs/or participates in maintenance activities as and when required;
- Reviews contractors' invoices and assists with cost recovery as required.
- Prepares scopes of work and technical specifications including engineering drawings, bill of quantity and cost estimates for construction/modification/alteration works taking into consideration the interpretation of building codes for construction, health and fire safety.
- Carries-out technical evaluation of offers and, after contract has been awarded to successful contractor, supervises coordinates and monitors implementation of contract and progress of work to ensure compliance with drawings and specifications and determines justification for technical changes to the contract and prepare progress reports.
- Assists in developing standards for existing and future facilities and guidelines for the on-going management of buildings.
- Liaises with Safety and Security for safety inspections of premises; reports and investigates accidents and recommends correction of safety or fire hazards.
- Assists in identifying common issues and best practices, making strategic recommendations and developing a plan to achieve objectives and increase efficiency.
- Drafts responses to the board of auditors, OIOS and Joint Inspection Unit (JIU) on audit-related issues and additional information requests on construction and common service subjects/studies in the JIU work programmes as required. Monitors the implementation of internal and external audit recommendations.
- Drafts status reports, briefing papers, updates and ad-hoc reports on status of the various stages of the planning, design, construction, environment, safety-related projects and common-service aspects of the programme as required, communicating findings, recommendations, analysis and concepts to the Chief of Unit/Section as appropriate.
- Reviews proposals for rental/lease or construction of new facilities to ensure conformity with approved space standards, building construction guidelines and legislative policies/recommendations and draft comments/recommendations.
- Assists in the implementation of work plan of the Unit/Section and in managing the resources, and participates in the preparation of biennial budget and spending plan of the Unit/Section.
- Supervises general service staff of the Unit/Section.
- Coordinates specialized needs for special events or special construction and operational issues.
- 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 of the Organization's financial rules and regulations, as well as budgetary, administrative procedures, policies and directives.
- Ability to read and interpret architectural floor plans.
- Shows pride in work and in achievements;
- demonstrates professional competence and mastery of subject matter.
- Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
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 is required. Bachelor of Engineering (Civil Engineering) or equivalent is an advantage.
- Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away.
Work Experience
- A minimum of ten years of progressive work experience in facilities management, building management, engineering, architecture or related areas is required
Languages
- English and French are the working languages of the United Nations Secretariat.
- For the post advertised, fluency in oral and written English is required.
- Knowledge of French is desirable.
Assessment Method
- The assessment method for this Job Opening is a technical written test and competency based interview.
