Building Services Associate

E (most hardship)Non Family with Residential LocationNon Family with Residential LocationDanger PayNairobi (CO), KenyaGS6General Service

Reason

Regular > Regular AssignmentNo2025-01-01December 10, 2024

Building Services Associate

Organizational Setting and Work Relationships
The incumbent of the position deals with internal customers at HQ, Bureau or in field locations. The Building Services Associate is normally supervised by the Senior Building Services Associate or Admin Officer who defines general work objectives and provides necessary advice and guidance. The Building Services Associate coordinates the Building Management Unit activities in order to provide smooth delivery of services to internal customers in an efficient, cost effective, service oriented and timely manner.

The Building Services Associate has, in addition, regular work relationships with third party service providers. S/he provides assistance, advice and guidance to the Building Management team and provides support on routine and non-routine issues. When needed, the Building Services Associate proposes to management continuous improvement initiatives to improve efficiencies and effectiveness of the Team.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.

Duties
- Oversee all service requests for the unit, distributing the work between supervisees in coordination with the supervisor.
- Monitor regularly that all contracted service providers comply with the established terms of reference, and recommend corrective actions to ensure full client satisfaction.
- Support the supervisor in managing the purchasing of a large range of items and services required for the maintenance of the buildings.
- Prepare and support the organisation of all events and receptions at the headquarters premises, liaising with the requesting units to ensure all needs are looked after.
- Be in charge of management, maintenance and control of official vehicles.
- Supervise and direct the team of UNHCR and outsourced staff in the area of building management, mail and stationary and warehouse management; organize on a regular basis their work plans and request additional temporary resources when needed.
- Handle transportation to and from a number of different locations to support any need of the organization.
- When required support to daily operation of the warehouse (receive equipment, material, catalogues in the warehouse and verify against the purchase order, for damage/loss and proper record in UNHCR ERP system MSRP; confirm arrival of equipment to all parties concerned; ensure proper storage of materials; prepare standard packing for shipments; inform field offices of shipment details and provide scanned copies of shipping documents; prepare insurance documents in case of loss or short landing; prepare forms for obsolete/broken equipment of which the section is the custodian; issue packing lists, prepare shipments, make bookings, and inform weight and volume and specific routing information; check invoices and waybills and settle invoices; undertake physical inventory of the warehouse for all PPEs and STIs).
- When required, prepare requisitions, ensure that purchase orders are issued and create receipts when goods and services are delivered.
- When required, support the work of the Mail and Stationary Unit.
- Determine planning and delivery schedules to meet demand in the timeliest manner.
- Oversee the performance of service providers.
- Verify invoices for accuracy.
- Issue requisitions and perform receipt in UNHCR ERP system MSRP.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level
For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
Not specified

Certificates and/or Licenses
Driving License*
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Experience in support services with exposure to building maintenance, financial management, logistics and procurement. Familiarity with ERP system supply chain and financials.
Experience in supervision and management of staff.

Desirable
Knowledge of United Nations administrative, human resources and financial rules and procedures.
Knowledge of Microsoft Office.
Knowledge of local area building management¿s vendors and service providers highly desirable.
Experience in liaison with a wide range of suppliers of goods and services.

Functional Skills
FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other)
SC-PeopleSoft Supply Chain Management
IT-Computer Literacy
SC-UN/UNHCR Procurement Rules and Procedures
(Functional Skills marked with an asterisk* are essential)

Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

The candidate should possess extensive knowledge and experience in UNHCR building management and maintenance planning systems, with competencies in:

• Experience in civil construction, facilities management, and maintenance.
• Proficiency in using CAD tools, Microsoft Office tools, expert knowledge of MS Excel
• Familiarity with spacing requirement calculations and preparation of the necessary sourcing documents for procurement action.
• Technical evaluation criteria development and reporting for all building service-related procurement.
• Familiarity with UN Hub management system for Guest house bookings and invoice generation related management.
• Familiarity with UNIFIER for all asset and maintenance activity updates for the country.
• Maintaining positive communication with staff and other service provider to ensure qualitative and timely delivery of project.
• Strong negotiation and conflict resolution skills with third party contractors. Assembly of case files to be reviewed by the vendor review committee for non-performing third-party contractors.

Nature of the position:

The Building Services Associate will work under the direct supervision of Assistant Building Services Officer or Admin Officer who defines general work objectives and provides necessary advice and guidance. The incumbent is part of the broader administrative team and will occasionally be called upon to support with Program/shelter related activities. The Building Services Associate coordinates the building service Management Unit activities to provide smooth delivery of services in an efficient, cost effective, service oriented and timely manner.

The Building Services Associate has, in addition, regular work relationships with third party service providers. S/he provides assistance, advice and guidance to the Building Management team and provides support on routine and non-routine issues. When needed, the Building Services Associate proposes to management continuous improvement initiatives to improve efficiencies and effectiveness of the Team.

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Operational context

Occupational Safety and Health Considerations:

Nature of Position:

Living and Working Conditions:

 

Additional Qualifications

Skills

FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other), IT-Computer Literacy, SC-PeopleSoft Supply Chain Management, SC-UN/UNHCR Procurement Rules and Procedures

Certifications

Driving License - Other

Competencies

Accountability, Analytical thinking, Change capability & adaptability, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing resource, Organizational awareness, Planning & organizing, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

Female candidates are encouraged to apply.This position doesn't require a functional clearance