Facilities Management Assistant, G4

## Facilities Management Assistant, G4 - Organization:DOS - Department of Operational Support - Country:United States - Office:DOS in New York, USA Org. Setting and Reporting:The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration. The Planning Design and Construction Section manages construction and renovation projects, office space and office alterations, official gifts and artwork. This position is located in the Planning Design and Construction Section (PDCS), Facilities and Commercial Activities Service (FCAS), Division of Administration (DOA), Department of Operational Support (DOS). The incumbent reports to the Chief of PDCS. Responsibilities:Within delegated authority, the Facilities Management Assistant will carry out the following duties:Assists the Chief in the preparation of reports on building services; collects and compiles information, checks statistical data for accuracy, and makes simple cost calculations.Participates in budget projections, monitors expenditures against the purchase orders, and updates database information to make ensure adequate funds are available.Receives request for repairs, generates appropriate work orders and blueprints, specifying the appropriate technical data, reviews work orders assigned to PDCS and dispatches them to the appropriate trade shops to proceed with alteration work.Follows up on pending requisitions and requests for additional work and priority services.Secures signatures of authorized officers for approval of projects, requisitions, and invoices.Creates, maintains and updates the Contract files by ensuring that all pertinent documentations are filed accordingly and ready for the auditor's review as and when required.Maintains a filing system and updates files (both paper and electronic) databases for the work unit.Maintains and controls the space on-line system on availability of space to identify capacity for space demands and coordinates with clients.Reviews contractors' invoices and assists with cost recovery as required.Processes and tracks vendor's invoices and proposals, and checking for correctness against terms in the contract.Assists the Chief in providing information for preparing the scope of work (SOW) and technical evaluations; supports in coordination with procurement and keeping track on related orders.Assists in monitoring the service contract activities, adjusting priorities, inspections of work where necessary, and other related tasks.Maintains and files records on personnel matters and contracts.Supports the team for tracking UN gifts and updating gifts inventoryServes as a back-up for team assistant of OSAU and ACU when necessary.Assists team on contracts' performance indicators to ensure vendor's compliance.Controls stock of office supplies of the section.Coordinates construction and renovation projects on-site.Catalogues drawings in electronic format.Performs other duties as assigned by the supervisor. - Assists the Chief in the preparation of reports on building services; collects and compiles information, checks statistical data for accuracy, and makes simple cost calculations. - Participates in budget projections, monitors expenditures against the purchase orders, and updates database information to make ensure adequate funds are available. - Receives request for repairs, generates appropriate work orders and blueprints, specifying the appropriate technical data, reviews work orders assigned to PDCS and dispatches them to the appropriate trade shops to proceed with alteration work. - Follows up on pending requisitions and requests for additional work and priority services. - Secures signatures of authorized officers for approval of projects, requisitions, and invoices. - Creates, maintains and updates the Contract files by ensuring that all pertinent documentations are filed accordingly and ready for the auditor's review as and when required. - Maintains a filing system and updates files (both paper and electronic) databases for the work unit. - Maintains and controls the space on-line system on availability of space to identify capacity for space demands and coordinates with clients. - Reviews contractors' invoices and assists with cost recovery as required. - Processes and tracks vendor's invoices and proposals, and checking for correctness against terms in the contract. - Assists the Chief in providing information for preparing the scope of work (SOW) and technical evaluations; supports in coordination with procurement and keeping track on related orders. - Assists in monitoring the service contract activities, adjusting priorities, inspections of work where necessary, and other related tasks. - Maintains and files records on personnel matters and contracts. - Supports the team for tracking UN gifts and updating gifts inventory - Serves as a back-up for team assistant of OSAU and ACU when necessary. - Assists team on contracts' performance indicators to ensure vendor's compliance. - Controls stock of office supplies of the section. - Coordinates construction and renovation projects on-site. - Catalogues drawings in electronic format. - Performs other duties as assigned by the supervisor. Competencies:PROFESSIONALISM: Knowledge of the Organization's rules and regulations as they pertain to facilities management administration. Ability to maintain accurate records, review and interpret a wide variety of data and information required for preparing reports, briefings and discretion in dealing with confidential matters; demonstrates ability to apply good judgement in the context of assignments given. 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. 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 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 3 years of experience in administrative services related to facilities management is required. The minimum years of relevant experience is reduced to one for candidates who possess a first-level university degree or higher. Experience in monito