Facilities Management Assistant

UNAMA was established in 2002 as a Political/ Peacebuilding Mission, exceptionally) directed and supported by the UN Department of
Peacekeeping Operations (DPKO).

UNAMA is a political mission that provides political good offices in Afghanistan; works with and supports the government; supports the process of peace and reconciliation; monitors and promotes human rights and the protection of civilians in armed conflict; promotes good governance; and encourages regional cooperation.

Under the direct supervision of the Chief Facilities Management Unit, and overall guidance of Chief Engineering and Facilities Maintenance Section, the UN Volunteer will undertake the following tasks:

•Provide an effective front desk service for Facility Management Unit, including liaising with tenants, accommodation booking & maintenance management, and identication of the requirements related to their facilities.
• Review maintenance requests from clients and coordinate with Building maintenance & Electromechanical unit, deciding on the priority of tasks to be accomplished together and advising the relevant staff about status of maintenance request.
• Propose and manage cost-effective solutions in response to customer queries and complaints, where applicable, and forward to relevant unit and sections if it requires their attention.
• Coordinate and monitor logistics support for accommodation and office supplies.
• Coordinate with other units in EFMS to ensure all accommodations are furnished and ready for occupation in a timely manner.
• Process accommodation booking based on availability, in consultation with Chief FMU and Chief Engineering Section, including Mission Senior Administrative Officer (SAO).
• Facilitate the check-in/check-out process for incoming/outgoing staff members, VIP Guests, and visitors, and facilitate their initial movement within the UNAMA premises.
• Perform invoicing in Field Support Suits (FSS Application) for UNAMA’s provided accommodation to AFP & Visitors who use the facility, maintaining the track records and ensuring that all the invoices are paid, and submitting monthly report to Chief FMU.
• Manage booking of transit and vacant accommodations for UNAMA personal who are transiting to UNAMA-HQ (UNOCA), for leave/retreat/conference/meeting ensuring the transit rooms are cleaned and maintained for incoming staff.
• Manage booking of transit and vacant accommodations of UNAMA field Offices to support Agency/Funds & Program (AFP) in coordination with respective Regional Administrative Officer (RAO).
• Provide/generate weekly/monthly UNAMA’s accommodation utilization report, using statistics and including weekly forecast to chief FMU. • Create monthly UNOCA accommodation utilization report, and communicate with HR (Human Resource) section for rental deduction.
• Monitor FMU service contracts (Cleaning& Gardening, Solid & Liquid waste Disposal, Fumigation Rodent and Pest Control) in terms of supervising contractors personal, services rendered, and funds involved.
• Carry out daily inspection of UNAMA facilities -office, accommodation area, garden & open space- and ensure outsourced contractor’s personnel keep all facilities clean and hygienic.
• Check/review the invoices submitted by the contractors, in terms of the service satisfactorily rendered in line with the established contract, ensuring accuracy of prices and submitting to chief FMU for verification.
• Review/process Town Hall, Conference and meeting room bookings that need more attention than the routine daily work, and advise/task contactor’s supervisor briefing the schedule of meetings, conferences, and social events.
• Provide logistics support for meetings & conferences in mission HQ, ensuring meeting & conference rooms are available.
• Coordinate with Field Technology Section (FTS) for communication equipment, if required, ensuring proper installation and functionality.
• Provide logistical support in case of emergencies and evacuations.
• Train and guide EFMS-FMU outsourced service contract personnel (Cleaner, Gardener, maintenance Technician) for best practices on water conservation, solid waste segregation and composting biodegradable waste.
• Other duties and responsibilities assigned & instructed by Chief EFMS and Chief FMU.