Facilities Associate
Kabul
- Organization: UNWOMEN - United Nations Entity for Gender Equality and the Empowerment of Women
- Location: Kabul
- Grade: Consultancy - SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement
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Occupational Groups:
- Architecture, Building and Property Management
- Women's Empowerment and Gender Mainstreaming
- Closing Date: Closed
Background
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
UN Women is dedicated to advancing gender equality and women’s empowerment in Afghanistan. Staff and consultants of UN Women Afghanistan Country Office (ACO) are expected to contribute to a professional working environment in which the strengthening of national capacities and human potential is prioritized. Respect for diversity and human dignity is required, as is the active pursuit of a collaborative and inclusive approach to both internal and external stakeholders, including colleagues and partners. In Afghanistan, UN Women works in four thematic areas i.e. Governance and Participation, Ending Violence Against Women, Women Economic Empowerment, and Women Peace and Security. This particular position contributes to the effective delivery of programmes and projects under these four interlinked areas.
Duties and Responsibilities
Liaise with UNAMA and other UN Agencies in the compound related to Afghanistan Country Office (ACO) facilities
- Serve as the focal point for ACO facilities management
- Provide assistance on all incoming requests and communicate with client during all phases of task;
- Inspect the conditions of the office and accommodation buildings and suggest areas for improvement and coordinate action as necessary
- Liaise with the cleaning service contractor on pest control, garbage collection, and cleaning services;
- Prepare and follow-up on Work Orders for Office and accommodation maintenance and related requests from personnel; act as construction and renovation projects assistant focal point;
Provide administrative and logistical support to the Operations Unit
- Provide check-in support for new personnel and visitors, including building ID access, office space setup and related services;
- Provide check-out support for exiting personnel, including ID card termination and related actions;
- Coordinate internal office moves;
- Provide administrative support in the procurement of office furniture;
- Monitor and order stationary, office supplies, and business cards. Ensure supplies ordered are in line with sustainability and recycling policies of UN Greening the Blue;
- Submit requests for stationary including business cards and ad hoc items as needed by personnel;
- Manage Facilities staff (cleaners). Strive to improve efficiencies in service delivery and arrange training, where required.
- Oversee effective operation of tea-points, meeting rooms and other shared spaces.
- manage all contractors attending onsite and work with Facilities team, where required, to ensure contractors carry out their work in a safe and effective manner.
- : Operate as the principal point of contact for reporting site maintenance issues and capturing of reported incidents.
- Be the first point of contact on Facilities issues for all building users (ACO).
Oversee Mail & Distribution
- Maintain updated list of publications stored in UN Women ACO storage facility; update regularly
- Email monthly expenditures on pouch/international courier/mail charges to respective budget owners;
- Maintain invoices and chargeback records of shipments per UN Women units using barcode system;
- Update mailing, distribution and mailing lists and labels on a regular basis;
- Maintain updated inventory, distribution and mailing lists on UN Women’s Intranet page.
- Professional communication with UN Women staketholdersand external personnel on facilities related matters;
- Liaise with Pouch and Mail focal points in UN-Secretariat to resolve queries / clarification from client’s issues and concerns;
Perform any other duties as assigned by supervisor related to Facilities and Administrative Services.
- Preparing the Work Order forms for maintenance and repairing of the equipment for ACO and accommodations.
- Follow up with facility management for performing the required maintenance services in ACO and Accommodations
- Verifying the performed services by facility management unit and reporting to Operations Manager
- Conducting regular check-up of the accommodations and reporting to head of admin logistics unit
- Participating as team member in physical inspection of goods received and handover process
- Assisting the team in inspection of inventory
- Assisting in repairing of the equipment under warranty and follow up with relevant suppliers / vendors
- Conducting small purchases for maintenance of office, when required
- Assist in physical check-up & inspection of the storage of the cleaning materials for Office building and Accommodations
- Ensure booking of staff rooms at UN Women accommodation and from other UN agencies
Competencies
Core Values:
- Respect for Diversity
- Integrity
- Professionalism
Core Competencies:
- Awareness and Sensitivity Regarding Gender Issues
- Accountability
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
Please visit this link for more information on UN Women’s Core Values and Competencies: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf
FUNCTIONAL COMPETENCIES:
Knowledge Management and Learning
- Shares knowledge and experience
- Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
- Development and Operational Effectiveness
- Ability to administer and execute administrative processes and transactions
- Ability to extract, interpret, analyze data and resolve operational problems
- Ability to supervise and train support staff
- Ability to perform work of confidential nature and handle a large volume of work
- Good knowledge of administrative rules and regulations
- Strong IT skills, knowledge of Atlas
- Ability to provide input to business processes re-engineering, implementation of new system
Leadership and Self-Management
- Focuses on result for the client and responds positively to feedback
- Consistently approaches work with energy and a positive, constructive attitude
- Remains calm, in control and good humored even under pressure
Required Skills and Experience
Education and certification:
- Secondary Education with specialized certification in Administration or University Degree in Business or Public Administration is required
Experience:
- Minimum 6 years of relevant experience in facilities management, administration or program support service with secondary education, or minimum 4 years’ relevant experience with bachelor’s degree.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
- Experience in handling of web-based management systems. Experience with ERP systems, preferably PeopleSoft, desirable.
Language Requirements:
- Fluency in English is required
- Knowledge of the other UN official language is an asset.
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