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.
Under the guidance and durect supervision of the Engineering Specialist – Head of Facility & Engineering Unit, the Facilities Management Clerk will be responsible for the following duties ensuring high quality, accuracy, and consistency of work. The Facilities Management Clerk promotes a client-oriented approach in the unit consistent with UN/UNDP rules, regulations, policies, and procedures.
Duties and Responsibilities
Document and information management
Collects and compiles information, makes simple cost calculations, and translates statistical data into graphs. Secures signatures of authorized personnel for approval of projects, requisitions, invoices. Maintains and monitors a filing system for requisitions, original construction documents, architectural, structural, electrical, and mechanical drawings.
Coordination of maintenance and groundskeeping
Generates appropriate work orders and blueprints and dispatches them to the appropriate trade shops to proceed with alteration work for the maintenance of gardens, outer areas, and sanitation. Follows up on pending requisitions and requests for additional work and priority services. Maintains and controls any request for copies of architectural, structural, electrical and mechanical plans.Administrative support
Catalogues drawings, sketches and construction documents in manual and electronic format. Takes dictation and types requests for supplies and contractual services and utility projections correspondence. Controls stock of office supplies of the section.The incumbent shall perform other duties within their functional profile, as deemed necessary, for the efficient functioning of the of the Office, Organization.
Institutional Arrangement
The Facilities Management Clerk will work under the direct supervision of Engineering Specialist – Head of Facility & Engineering Unit.
Competencies Core 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 (insert up to 7 competencies) Thematic Area Name Definition 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. Business Management 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 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; validate Ethics UN Policy knowledge-ethics Knowledge and understanding of the UN staff Regulations and rules and other policies relating to ethics and integrity. Business Management 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 mechanismsRequired Skills and Experience Min. Education requirements
Secondary education is required. OR A university degree (Bachelor’s degree) in Engineering (Civil, Architectural), Facility Management, Business Administration, or Hotel Management, or an equivalent field will be given due consideration, but it is not a requirement. Min. years of relevant work experience Minimum of 3 years (with secondary education) of progressively relevant experience in facilities management, administration services, engineering services, building maintenance, or a related field is required. Candidates with Bachelor´s degree will not require experience. Required skills Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems such as ERP. Desired skills in addition to the competencies covered in the Competencies section Relevant experience with UN/UNDP or an international organization is desirable. Familiarity with building systems (HVAC, plumbing, electrical) is desired. 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 and Kurdish is required. Knowledge of Arabic language is desirable. 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.
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