Overview
The Facilities Management Assistant will supervise facilities management and maintenance activities, coordinate day-to-day services for mission premises, and support the planning and supervision of repair and maintenance works.
Key Responsibilities
- - Supervises facilities management and maintenance activities, including contractor tasking, planning, monitoring, coordination and follow-up.
- - Coordinates day-to-day facilities management services for mission premises, accommodation areas, camps, offices and support facilities.
- - Supports the planning, prioritization and supervision of repair, maintenance, renovation, refurbishment, upgrade and minor engineering works.
- - Coordinates with other engineering units and technical teams to ensure timely resolution of facilities-related issues.
- - Prepares proposals and recommendations for efficient use of office, accommodation and operational spaces.
- - Supervises in-house maintenance teams, ad hoc tradespersons, local and international staff assigned to the facilities management team.
- - Reviews, recommends for approval and follows up on work orders, service requests, maintenance tasks and minor works requirements.
- - Inspects and reports on maintenance, repair, renovation, refurbishment, minor engineering works and facilities management services carried out by contractors, service providers or in-house personnel.
- - Monitors service delivery by outsourced contractors.
- - Follows up on the correction of defects, deficiencies or incomplete works in contractor performance.
- - Ensures facilities management services are delivered in coordination with mission clients and operational stakeholders.
- - Assists in the preparation of cost estimates for facilities management services, maintenance works, renovations, refurbishments, minor engineering works, service contracts and infrastructure-related support activities.
- - Identifies resource requirements for his/her area of responsibility in connection with budget preparation, contract planning, maintenance programmes and operational priorities.
- - Assists in technically evaluating bids and proposals for facilities management services, maintenance contracts, renovations, refurbishments, minor engineering works and related support services.
- - Prepares certification for approval of completed contractual services and works.
- - Provides inputs for the assessment of performance levels of assigned local and international staff, in-house teams and service contractors.
- - Prepares performance evaluation reports for service contractors.
- - Prepares requisitions for maintenance works, renovations, refurbishments, minor engineering works, service contracts, equipment, spare parts, materials, tools, consumables and facilities management supplies.
- - Issues site instructions within delegated authority, records variances, supervises and records measurements of work performed, and supports verification of work progress for payment and reporting purposes.
- - Maintains records of work orders, service requests, inspections, contractor performance, maintenance activities, defects, corrective actions and facilities-related requirements.
- - Supports the drafting of SOPs, guidelines, maintenance plans, inspection checklists and reporting tools related to facilities management activities.
- - Performs other duties as assigned by the supervisor or the Chief of Section/Unit.
Required Experience
- At least eight (8) years of progressively responsible experience in facilities management, building maintenance, facilities operations, renovations, refurbishments, repairs, upgrades or minor engineering works in a private, commercial, field or military environment, including at least two years of supervisory responsibility, is required.
- Experience in planning, coordinating or supervising minor engineering works, including renovations, refurbishments, repairs, upgrades, small-scale modifications, fit-out works or corrective maintenance of buildings and facilities, is required.
- Experience in supervising outsourced contractors and/or in-house maintenance teams for facilities management, maintenance, renovations, refurbishments, repairs or minor works activities is required.
- Experience of working in international field operations in hardship, hostile, conflict, post-conflict, peacekeeping, humanitarian or military environment is required.
- Experience in contract management, monitoring service delivery and evaluating contractor performance is desirable.
- Experience supporting camp management, accommodation management, hotel-style services or large compound operations is desirable.
- Experience using enterprise resource planning, asset management, work order, service request or maintenance tracking systems, such as Umoja or similar systems, is desirable.
Qualifications
- High school diploma or equivalent is required.
- A technical, vocational or professional qualification in facilities management, building maintenance, maintenance management, camp services, hotel/facilities operations, minor engineering works, utilities coordination, contract management, occupational safety or another relevant field is desirable.
