Facilities Management Clerk:

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 mechanisms

Required 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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