FACILITIES MANAGEMENT ASSISTANT, G6

The United Nations Joint Staff Pension Fund (UNJSPF) was established in 1949 by the United Nations General Assembly to provide retirement, death, disability, and related benefits for staff of the United Nations and other member organizations of the Fund. UNJSPF administers benefits of more than 90,000 beneficiaries residing in more than 190 countries, paid in 18 currencies, and services more than 130,000 participants who work in the 25 member organizations of UNJSPF. The Fund has offices in New York (United States) and Geneva (Switzerland) and two liaison offices in Nairobi (Kenya) and Bangkok (Thailand), respectively. The United Nations Joint Staff Pension Fund-Pension Administration (UNJSPF-PA) comprises about 282 staff from diverse countries and cultures, based across four prominent duty stations (New York, Geneva, Bangkok, and Nairobi). We are a career employer offering unique opportunities for growth within the United Nations system. Our office is located in the heart of Manhattan, within walking distance from the Grand Central Station hub, in a state-of-the-art facility (the One Dag Hammarskjöld building). Visit www.unjspf.org for more details. The position is in the Facilities Management Team within the Business Support Section of the United Nations Joint Staff Pension Fund (UNJSPF). The incumbent reports to the Senior Facilities Management Assistant (GS-7). This position requires on-site presence on full-time basis and requires frequent interactions with staff across the Organization, contractors, vendors, building management, UN Procurement Division, UN/Facilities and UN/Safety and Security Services.

Within delegated authority, the Facilities Management and Property Management Assistant will carry out the following duties: • Plans, schedules and supervises construction, repair, maintenance and installation of UNJSPF premises in coordination with the building management. • Plans, schedules, supervises and coordinates maintenance services of installations, systems and equipment throughout the office space. • Receives, analyses and reviews service requests, including installations of equipment; determines priority of work, plans and prepares work orders, assigns work and follows up on service complaints. Coordinates with requesting departments in case of changes in requirements and suggests alternatives or interim solutions. Trains users on equipment installed. • Reviews contractors' invoices and assists with processing invoices. • Carries out technical assessments of existing premises. • Assists the supervisor in preparing draft proposals for construction and alterations work including preparation of construction drawings, technical specifications, bills of quantity and cost estimates. Works alongside architects and engineers to develop comprehensive project plans, ensuring proposals are clear, detailed, and cost-effective. • Conducts technical reviews of offers submitted and studies drawings and sketches for review and discussion to determine extent of work required; presents alternatives as solution of problems. Accompanies all contractors to job locations, clarifies drawings and specifications after contract has been awarded to successful contractor. • Supervises and coordinates with contractors performing construction and alteration work to ensure that quality of services performed by the contractors is in accordance with set terms and conditions, codes and standards, health and safety regulations and objectives. Does final inspection, supervises the commissioning of the work, claim operation manuals and shop drawings for files, and informs supervisor of completion of work. • Prepares and writes requisitions for purchase of equipment, material, spares, etc.; reviews and evaluates offers and coordinates with UN Procurement Division. • Provides support services to conferences and meetings and maintains liaison with relevant focal points. This includes preparing meeting spaces, ensuring all necessary equipment and materials are available, and serving as a point of contact for staff. By maintaining effective communication with focal points, ensures meetings run smoothly and logistical needs are met. • Participates in the preparation of cost estimates of annual budget and spending plan related to the maintenance of Fund’s premises and other areas of responsibility. Prepares yearly budget estimates and monthly tables of prorated charges for common services, and monthly/yearly consumption and expenditure tables as well as charts of general operating expenses. • Suggests ways to institute control and methods to improve service and reduce cost for the UNJSPF. • Coordinates with UN Department of Security and Safety on any security matters associated with Fund’s premises. This entails maintaining regular communication with security personnel, addressing risks and vulnerabilities, implementing safety protocols, and ensuring the premises remain secure and compliance. Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Act as focal point for property management and physical inventory inspections. • Laise and coordinate discrepancy reports with IT teams within the UNJSPF • Coordinate disposal of furniture and equipment in accordance with established UN rules, regulations and procedures. • Assists with updating facilities information material such as intranet pages, emails and other pertinent information that needs to be distributed. • Performs other duties as required. This encompasses a range of additional tasks as assigned, ensuring flexibility and responsiveness to emerging needs or urgent situations within the scope of facilities and property management.

• Professionalism – Knowledge of the Organization’s rules and regulations as they pertain to building management and of industry codes and standards. Ability to read and interpret architectural floor plans. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Able to perform analysis, modelling and interpretation of data in support of decision-making. • Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. • Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

High school diploma or equivalent.

Not available.

A minimum of seven (7) years of progressively responsible experience in facilities management, building management, engineering, architecture, administrative services or related area or a related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. At least five (5) years of experience facilities management in a commercial building is desirable. Experience with sustainable facilities management practices is desirable. Experience in a Pension Fund is desirable. Experience and ability to read construction drawings and floor plans is desirable OSHA Certification is desirable

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. The applicable human resources procedures are governed by a Memorandum of Understanding (MoU) between the Fund and the UN Secretariat. Any candidate from a member organization of the UNJSPF applying for this post is considered as an internal candidate provided, he/she has been appointed through the appointment and promotion procedures applicable in his/her respective organization.

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.