Administrative Assistant (Facility Management) - (Open to External Applicants)

Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below:

• Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates) 
• Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA) and personnel on regular PSA contracts
• Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Background

The UNDP Country Office administers and manages common premises and shared services on behalf of the co-located UN agencies, funds, and programs. The Common Premises Unit is established to ensure the efficient, secure, and cost-effective management of all common premises, assets, and services. The unit's objective is to provide high-quality support services to all Participating Agencies, enabling them to focus on their core mandates 

The Admin Assistant - Facilities Management will provide technical and administrative support to ensure efficient operation and maintenance of UN facilities in Erbil. The incumbent will assist with space allocation, maintenance coordination, service provider oversight, and implementation of safety and environmental standards.

Duties and Responsibilities

• Technical supervision and project management
  • Plans, schedules and supervises construction, repair, maintenance and installation of conventional buildings, temporary buildings, infrastructure, sites and premises including grounds in the UN mission area.
  • Plans, schedules, supervises and coordinates maintenance services of installations, systems and equipment throughout the buildings.
  • Receives, analyses and reviews service requests, including installations of equipment; determines priority of work, plans and prepares work orders, assigns work and follows up on service complaints.
  • Conducts technical reviews of offers submitted and studies drawings and sketches for review and discussion to determine extent of work required; presents alternatives as solution of problems.
  • Assists the supervisor in preparing draft proposals for construction and alterations work including preparation of construction drawings, technical specifications, bills of quantity and cost estimates.
• Budgeting and financial management
  • Prepares yearly budget estimates and monthly tables of prorated charges for common services, and monthly/yearly consumption and expenditure tables as well as charts of general operating expenses.
  • Propose ways to institute control and methods to improve service and reduce cost.
  • Participates in the preparation of cost estimates and spending plan related to the Unit accounts.
  • Prepares certification for approval of completed contractual services of work for progress payments.
• Safety and coordination
  • Coordinates investigation on safety and fire hazard situations associated with installation done by the Unit.
  • Coordinates with requesting departments in case of changes in requirements and suggests alternatives or interim solutions. Trains users on equipment installed.
  • Carries out technical assessments of existing buildings and infrastructure.
  • Supervises and coordinates with contractors performing construction and alteration work to ensure that quality of services performed by the contractors is in accordance with set terms and conditions, codes and standards, health and safety regulations and objectives. Does final inspection, supervises the commissioning of the work, claim operation manuals and shop drawings for files, and informs supervisor of completion of work.
• Procurement and vendor management
  • Accompanies all contractors to job locations, clarifies drawings and specifications after contract has been awarded to successful contractor.
  • Prepares and writes requisitions for purchase of equipment, material, spares, etc.; reviews and evaluates offers and coordinates with procurement unit.
  • Supervise ad hoc tradesmen, and national staff assigned to the team by determining workloads and schedules.
• The incumbent shall perform other duties within their functional profile, as deemed necessary, for the efficient functioning of the of the Office and Organization.

Institutional Arrangement

The Admin Assistant - Facilities Management will work under the direct supervision of Oprtaions Manager - CP and will be responsible for the above mentioned tasks.

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 
• People Management: N.A

Cross-Functional & Technical competencies

• 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.
  • Communication
    • Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
    • Ability to manage communications internally and externally, through media, social media and other appropriate channels
  • 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
• 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; 
  • Asset Management:
    • Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ERP, 
    • Perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information
• Ethics               
  • UN Policy knowledge-ethics
    • Knowledge and understanding of the UN staff Regulations and rules and other policies relating to ethics and integrity. 

Required Skills and Experience

Min. Education requirements 

• Secondary education is required.
• A university degree (Bachelor’s degree) in Engineering (Civil, Mechanical, Architectural), Facility Management, Business Administration, or Hotel Management. , or an equivalent field will be given due consideration, but it is not a requirement.
• CIPS level 2 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

Min. years of relevant work experience 

• Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant experience in facilities management, administration or, engineering services, building management/maintenance, or a related field is required.

Required skills:

• Familiarity with building systems (HVAC, plumbing, electrical)
• Competence in Microsoft Office and ERP systems 

Desired skills in addition to the competencies covered in the Competencies section

• Relevant experience with UN/UNDP or an international organization is desirable.
• Demonstrated ability to thrive within a complex multicultural and multinational environment strongly preferred.
• Experience in engaging with stakeholders is desired.
• Demonstrated knowledge of UN/UNDP operations and procurement process is desirable. 

Required Language(s)

• Fluency in English is required.
• Arabic and/or Kurdish is required.

Professional Certificates:

• Formal technical training or certificate in building services, construction, or facilities management is desirable.         

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.