Facilities and Administrative Management Specialist

JOB ID NO.: 1779

CLOSING DATE: 17 May 2011 (5pm New York time)

POST TITLE: Facilities and Administrative Management Specialist

CATEGORY: ICS- 11

POST TYPE: Non-Rotational

DUTY STATION: New York

DURATION: 1 year fixed-term initially

ORGANIZATIONAL UNIT: Facilities & Administrative Services Branch/Division for Management Services (FASB/DMS)

ORGANIZATIONAL SETTING:

This position is located in the General Services Section (GSS), which is one of two sections in the Facilities and Administrative Services Branch (FASB) in the Division for Management Services (DMS). GSS provides and oversees a broad range of support services relating to facilities/premises management, travel, mail and pouch, and administrative/general services for both Headquarters and Country Offices i.e. approximately 150 offices. The incumbent reports to the Chief, FASB, and supervises a team of 10-12 staff.

DUTIES AND RESPONSIBILITIES:

Formulate and implement a comprehensive strategy to optimize, develop, and maintain UNFPA’s office premises • Analyze the utilization and functioning of premises and related services, and forecast needs and requirements; • Monitor use and distribution of assets and resources; • Identify solutions to shortcomings; • Anticipate events and trends, and provide appropriate response; • Coordinate activities with other organizational entities to ensure uniform and unified approach; • Implement appropriate and effective use of resources through planning and preparation. • Manage and further develop the Integrated Records and Information System (IRIS).

Develop and implement policies and procedures for facilities management and general services • Draft, develop and maintain policies and procedures in coordination with the other Facilities Management Specialist (Field) to ensure practical application throughout UNFPA Headquarters. Liaise with Building Management to ensure that applicable Building rules are properly incorporated and enforced. • Advise staff on application of policies and procedures; meet with Divisions to clarify implementation of policies on the Division level.
• Identify shortcomings and opportunities for improvement in existing procedures. Identify need for new procedures and coordinate their formulation and issuance with supervisors and senior management as required. • Prepare reports and reviews of compliance with policies and procedures, and initiate action as needed. • Liaise with Facilities Management Specialist (Field) in order to facilitate smooth receipt, recording and management of HQ assets.

Provide guidance, support, and oversight for management of building facilities and equipment at Headquarters and provide technical expertise for UNFPA premises • Manage leases for office accommodation; negotiate terms and extensions with landlord/s. Compare and analyse alternative lease offers in the event that new premises must be found. • Provide space management services in consultation with the requesting Divisions/Units including coordinating and facilitating all office re-locations within the HQ premises. • In coordination with the Facilities Management Specialist (Field), provide technical advice on premises at all UNFPA locations in the event of renovation, relocation, construction, etc. • Provide guidance on common premises and service issues in context of UN reform. • Analyse and make technical endorsements of new and replacement equipment in all UNFPA offices, including vehicles and premises installations relating to security. • Coordinate general liability insurance with UN insurance unit. • Assist in office equipment deliveries and set-up at UNFPA Headquarters.

Ensure security of HQ premises including maintenance, repair and proper operation of systems • Coordinate security and safety of Headquarters premises in liaison with UNFPA Office of the Security Coordinator, Building Management, UN officials, and government authorities, in order to ensure compliance with building codes and all applicable UN Security and Safety guidelines. • Oversee implementation of staff emergency preparedness programme for fire/emergencies. • Coordinate office maintenance and repairs, installations and repairs of staff warning systems, and other security adjustments. • Represent UNFPA as required at interagency meetings relating to facilities management, premises security and emergency preparedness.

Supervise travel-related services for Headquarters and provide guidance, support, and oversight in relation to Country Office travel • Ensure that UNFPA Travel Policy and associated applicable travel regulations govern all aspects of Headquarters travel. Perform periodic assessments of effectiveness and initiate revisions where necessary. • Oversee monitoring of travel requests for compliance with UNFPA Travel Policy, and processing of travel advances and expense reports to ensure proper accountability and recovery.
• Oversee Travel Help Desk services and periodically analyse travel statistics and trends for cost-effectiveness for both Headquarters and Country Offices. • Cooperate on travel services and maintain close liaison with sister agencies (UN, UNDP, UNICEF).

Oversee a variety of support and general services at UNFPA Headquarters • Foster efficient and motivated team to ensure the smooth operation of the following services: o Mail, courier and pouch services, including internal document distribution; o Maintain and set-up conference rooms; o Maintain and distribute supplies; o In-house printing and reprographics services; o Database for HQ circulars; o Transport and logistics services; o Assets management for HQ; o Develop, implement and manage the Integrated Records and Information System (IRIS).

Other duties • Represent UNFPA as required on various inter-agency working groups such as INFM, IATN and others. • Serve as acting or replacement Chief of Branch as required; and • Perform any other activity as required in order to assure the success of the work team in support of the UNFPA mandate and strategy.

CORE COMPETENCIES:

• Integrity/Commitment to UNFPA’s Mandate/Valuing Diversity; • Performance Management/Developing People; • Working in Teams; • Self-Management/Emotional Intelligence; • Communication; • Appropriate and Transparent Decision Making; • Analytical and Strategic Thinking and Results Orientation/Commitment to Excellence; • Knowledge Sharing/Continuous Learning.

FUNCTIONAL COMPETENCIES:

• Business Acumen • Management and motivational skills • Organizational awareness • Implement Management Systems • Innovation and marketing of new approaches • Client Orientation • Job knowledge/Technical expertise

QUALIFICATIONS AND EXPERIENCE: • Advanced University Degree in Business Administration or related field. • 7 years of progressively responsible experience in facilities operations in a multi-cultural environment. • Knowledge of basic engineering, architecture, real estate or facilities management practices and techniques. • Experience with ERP and general IT-knowledge (including data base entry, data maintenance and reporting) required. • Experience with and knowledge of electronic records management systems (e.g. Documentum, Docushare etc.) • Fluency in written and spoken English required. Another official UN language is desirable. • Familiarity with facilities related software an advantage. • UN common system experience is highly desirable. Familiarity with the basic financial framework and procedures of UNFPA an advantage. • Basic knowledge of international trade laws and treaties an asset.

UNFPA provides a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. We offer an attractive remuneration package commensurate with the level of the position.

HOW TO APPLY:

UNFPA has established an electronic application management system. This allows applicants to create a candidate profile, which can be updated regularly and submitted for more than one vacancy. Download the Step by Step Guide to Applying in the E-Recruit System of UNFPA athttp://www.unfpa.org/employment/application_guide.doc.”

Closing date: 17 May 2011