Facilities Management Assistant

• Our clients Engineering and Facilities Management Section (EFMS) is responsible for managing, maintaining and supporting mission premises, accommodation facilities, camps, offices and operational infrastructure across multiple locations. This includes facilities maintenance, space management, accommodation planning, minor engineering works, contractor oversight and infrastructure documentation required to support mission operations.

• To strengthen facilities management services and infrastructure planning capabilities, our client requires a Facilities Management Assistant with expertise in facilities operations, architectural planning, space utilization and technical documentation. The position supports the effective management of mission facilities through maintenance coordination, contractor supervision, architectural surveys, space allocation planning and infrastructure reporting.

The Facilities Management Assistant will coordinate and supervise day-to-day facilities management activities while providing technical and architectural planning support for mission infrastructure and accommodation facilities. The incumbent will:

• Support efficient operation and maintenance of mission facilities and accommodation infrastructure.

• Coordinate facilities management services, maintenance activities and contractor performance.

• Conduct facility assessments, architectural surveys and infrastructure inspections.

• Develop architectural drawings, layouts, as-built documentation and space allocation plans.

• Support workspace optimization, accommodation planning and office reconfiguration initiatives.

• Assist in planning and supervision of maintenance, refurbishment and minor engineering projects.

• Maintain accurate technical documentation, facility records and infrastructure databases.

• Provide technical reporting and analytical support for facilities management decision-making

Expected output:

Facilities Management and Maintenance

• Work orders and service requests monitored, tracked and updated.

• Facilities maintenance and repair activities coordinated and supervised.

• Contractor performance monitored and documented.

• Facility inspections, maintenance plans and condition assessments completed.

• Minor engineering works and maintenance interventions verified prior to acceptance.

Architectural Planning and Space Management

• Architectural surveys, field measurements and facility assessments completed.

• Architectural drawings, floor plans, layouts and as-built documentation prepared and updated.

• Space allocation plans, accommodation studies and office layout proposals developed.

• Workspace optimization and relocation support activities completed.

• Facility planning documentation maintained and updated.

Technical Support and Documentation

• Technical scopes of work, BoQs and cost estimate inputs prepared.

• Architectural and engineering documentation reviewed and maintained.

• Facility databases, digital drawings and infrastructure records updated.

• Technical reports, presentations and project documentation prepared.

Reporting and Monitoring

• Periodic facilities management reports prepared and submitted.

• Space utilization analyses and occupancy reports completed.

• Contractor follow-up records maintained.

• Facilities performance dashboards and project implementation updates prepared.

• Documentation supporting payment certification and work completion maintained.

The Facilities Management Assistant will report to the Facilities Manager, Chief Engineer, EFMS, or designated supervisor. Reporting requirements include:

• Weekly facility inspection reports.

• Maintenance and service request tracking reports.

• Contractor performance monitoring records.

• Space utilization and occupancy reports.

• Architectural survey and assessment reports.

• Project progress reports for maintenance and minor works.

• Technical reports and presentations.

• Facility database and infrastructure records updates.

Reports shall be prepared in accordance with EFMS procedures and mission reporting requirements.

Qualifications:

• Bachelor or diploma in a relevant discipline (required).

• Technical diploma, vocational qualification or university degree in Architecture, Architectural Technology, Building Engineering, Construction Management, Facilities Management or a related field (desired).

Other qualifications:

• Strong drafting and space-planning skills. Ability to prepare technical reports, presentations and architectural documentation. Proficiency in Microsoft Office Suite (required).

• Experience with Revit or other architectural design software. Additional training related to facilities management, architectural drafting, space planning or infrastructure management (desired).

Years’ experience:

• Minimum eight (8) years of progressively responsible experience in facilities management, architectural planning, building maintenance, facility operations, renovations, refurbishments, repairs, upgrades or minor engineering works, including at least two years of supervisory responsibility. Minimum three (3) years of experience preparing architectural drawings, conducting building surveys, developing space allocation plans, office layouts and technical documentation. Experience supervising contractors and maintenance teams (required).

• Experience using AutoCAD (desired).

• Experience in contract management, service delivery monitoring, contractor performance evaluation, camp or accommodation management, hospitality-style services or large compound operations. Experience with Revit or similar design platforms (desired).

Geographical experience:

• Experience supporting facilities management and infrastructure operations in private, commercial, field or military environments (required).

• Experience in hardship, hostile, conflict, post-conflict, peacekeeping, humanitarian or military operational environments (desired).

Languages:

• Fluency in written and spoken English (required).

• Knowledge of French and/or Spanish (desired).

Professional Competencies

• Facilities management and maintenance coordination.

• Architectural planning and space management.

• Building condition assessment and facility inspections.

• Architectural drafting and technical documentation.

• AutoCAD drafting and drawing management.

• Space allocation and occupancy planning.

• Contractor supervision and performance monitoring.

• Minor engineering works coordination.

• Maintenance planning and service delivery monitoring.

• Technical reporting and documentation management.

• Cost estimate and BoQ support.

• Client service and stakeholder coordination.

Core Competencies

• Professionalism.

• Planning and organizing.

• Accountability.

• Teamwork.

• Client orientation.

• Communication.

• Analytical thinking.

• Results orientation.

• Attention to detail

The position does not have formal line-management responsibility for permanent personnel. However, the incumbent will:

• Supervise outsourced contractors, maintenance personnel and skilled trades teams assigned to facilities activities.

• Coordinate activities with electrical, HVAC, plumbing, WATSAN, logistics, camp management and construction teams.

• Monitor contractor performance, work quality and service delivery standards.

• Support workload planning, task prioritization and resource coordination for facilities maintenance and minor works.

The role requires continuous coordination with technical personnel, service providers, facility occupants and operational stakeholders across mission locations.

• The position supports facilities management, infrastructure planning, accommodation management and space utilization activities across our clients locations.

• Frequent site visits, facility inspections and field assessments may be required.

• The incumbent will be expected to conduct architectural surveys, building measurements and infrastructure documentation activities.

• The position requires the preparation and maintenance of architectural drawings, as-built documentation and facility records.

• Strong coordination with contractors, technical teams, facility users and operational stakeholders is required.

• The incumbent must be capable of interpreting architectural, structural and MEP drawings and maintaining accurate technical records and databases.

• The role supports both operational facilities management requirements and long-term infrastructure planning initiatives.

• The position requires a strong client-service orientation and the ability to work effectively in multidisciplinary technical environments.