Facility Management Analyst
Monrovia
- Organization: UNDP - United Nations Development Programme
- Location: Monrovia
- Grade: Junior level - NPSA-9, National Personnel Services Agreement
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Occupational Groups:
- Architecture, Building and Property Management
- Closing Date: 2025-01-30
The Liberia “One UN House” initiative, born out of discussions since 2013, consolidates the work of 16 UN Agencies in Liberia, employing 650 staff. By hosting multiple UN entities under one roof, it fosters collaboration, improves efficiency, integrates technology, and ensures a safe, shared work environment.
Under the guidance and supervision of the Deputy Resident Representative Operations, the One UN House Manager leads the Building and Facilities Management Unit (BFMU), ensuring the proper functioning of common services across all UN agencies in the PAP Compound. The unit currently comprises three international staff and 9 national technical support staff.
The One UN House in Monrovia, Liberia, is a multi-agency facility promoting operational efficiency, collaboration, and the "Delivering as One" approach. This integrated facility consolidates resources and optimizes space utilization, serving as a critical hub for UN operations in Liberia. The building offers a safe and functional environment for UN personnel and visitors.
The Facility Management Unit is recruiting a Facility Management Analyst (Civil Engineer) to assist in the management, maintenance, and development of One UN House’s infrastructure. The successful candidate will ensure compliance with international standards and contribute to sustainable facility management practices.
BFMU focuses on four key areas:
- Building Maintenance - Includes construction, maintenance, and services like masonry, painting, carpentry, welding, fumigation, garbage collection and removal, fire alarm systems, etc.
- Air Conditioning Services - Maintenance and repair of Air Conditioning systems.
- Power Generation and Distribution - Operation and upkeep of power generation and distribution equipment.
- Water Supply, Sanitation, and Plumbing - Operation and maintenance of all water supply and wastewater systems.
Under the direct supervision of the One UN House Manager, the Facilities Management Analyst will perform the following duties:
Technical Support and advice for Facility Management and Maintenance
- Develop and implement preventive and corrective maintenance plans for the One UN House building and other shared UN facilities;
- Conduct regular inspections of the building's structural integrity, electrical, plumbing, and HVAC systems, and ensure timely repairs;
- Monitor and evaluate the performance of outsourced maintenance service providers, ensuring compliance with contracts and UN standards;
- Prepare technical specifications and Bill of Quantities (BoQs) for minor civil works, maintenance activities, and facility upgrades;
- Support the coordination of emergency maintenance services and assist in resolving issues that may affect the safety and operations of the premises.
Project Management and Implementation:
- Assist in the planning, design, and implementation of small-scale civil engineering projects, including renovations, structural modifications, and facility improvements;
- Prepare project documentation, including scope of work, design drawings, cost estimates, and project schedules;
- Supervise contractors on-site to ensure compliance with design specifications, quality standards, and safety protocols;
- Prepare progress reports, conduct quality assurance checks, and verify completion of works in accordance with the established timeline and budget.
Health, Safety, and Environmental Compliance:
- Implement and monitor safety protocols and procedures to ensure a safe working environment for all personnel and visitors at the One UN House;
- Conduct risk assessments and safety audits, identifying potential hazards and recommending corrective actions;
- Promote sustainable practices in facility management, including waste management, water conservation, and energy efficiency;
- Ensure compliance with environmental regulations and standards in all construction and maintenance activities.
Administrative and Logistical Support:
- Maintain accurate records of all maintenance activities, civil works, project documentation, and contracts;
- Assist in the preparation of annual maintenance budgets, cost projections, and expenditure reports;
- Support procurement processes for materials and services related to civil works and facility management;
- Liaise with relevant stakeholders, including UN agencies, government authorities, contractors, and service providers.
Capacity Building and Knowledge Sharing:
- Provide technical guidance and support to the UN Facilities Management Unit and other UN personnel on issues related to building maintenance and civil engineering;
- Participate in training sessions and capacity-building initiatives for national staff and contractors to promote best practices in facility management;
- Share knowledge on innovations in building maintenance and sustainable infrastructure management.
Expected Deliverables:
- Comprehensive preventive and corrective maintenance plans for the One UN House facilities;
- Technical specifications, design drawings, and BoQs for approved civil works and maintenance projects;
- Monthly and quarterly progress reports on facility maintenance and project implementation;
- Compliance reports on health, safety, and environmental standards;
- Successful completion of planned civil works and renovation projects in accordance with quality and safety standards.
The incumbent performs other tasks falling within his functional profile, deemed necessary for the proper functioning of the Office and the Organization.
Institutional Arrangement
The Facility Management Analyst will report directly to the One UN House Manager and collaborate closely with the Building Facility Management Unit. The Facility Management Analyst will oversee the activities of the facility management team and collaborate with external contractors, UN agency focal points, and service providers to ensure the efficient and effective delivery of facility management services, ensuring full compliance with national regulations.
Core Competencies:
- Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
- Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
- Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.
- Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
- Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
- Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.
- Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.
Cross-Functional & Technical Competencies:
Systems Thinking:
- Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.
Safety management (including Air, Road, Fire):
- Knowledge of air, road, and fire safety programmes/systems and UNDP | People for 2030 – Competency Framework – Technical Competencies (2024).
- Ability to assess risks and identify mitigation measures.
Physical/premises security design, implementation and management:
- Ability to conduct accurate premises assessments on UN facilities to ensure appropriate mitigation measures are in place.
- Ability to design, support the implementation and test physical security systems for UNDP premises.
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.
Emerging partnerships:
- Ability to engage with emerging partners, develop and manage a strategy and develop approaches to developing and managing these new strategic partnerships.
Risk Management:
- Identify and organize action around reducing, mitigating and proactively managing risks.
Communications:
- 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.
Education:
- Advanced university degree (master’s degree) or equivalent in in Civil Engineering, Architecture, Real Estate Management or a closely related field is required. OR
- A first-level university degree (bachelor’s degree) in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
- Minimum of 2 years of experience (with master’s degree) or 4 years of experience (with bachelor’s degree) of relevant work experience, preferably in the area of implementation in facility management and supervision management is required;
- Ability to use AutoCAD profusely is required;
- Building systems knowledge is required;
- Experience in facilities management, construction, or asset management is desired;
- Experience with International Organizations, UN system or a large National organization is desired;
- Proven familiarity with international building codes and standards is desired;
- Environmental management code is desired.
Required Language:
- Fluency in English is required.
Professional Certificates:
- AutoCAD, MS Project, and other project management or design software.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.