Facilities Management Assistant

Org. Setting and Reporting The temporary position is located within the United Nations Support Office in Haiti (UNSOH). Pursuant to Security Council resolution 2793 (2025), UNSOH has been mandated to provide support; primarily to the Gang Suppression Force (GSF), the United Nations Integrated Office in Haiti (BINUH), the Haitian National Police (HNP), and the Haitian Armed Forces in the context of any joint operations with the GSF. Additionally, UNSOH is tasked with delivering technical assistance to the Organization of American States (OAS). The position is located in the Engineering Section. The incumbent will be based in Santo Domingo and will report to the Chief Engineer or designed person Responsibilities Within delegated authority, the Facilities Management Assistant will be responsible for the following duties: Operations - Supervises facilities management and maintenance activities, including contractor tasking, planning, monitoring, coordination and follow-up in relation to contract management and service delivery. - Coordinates day-to-day facilities management services for mission premises, accommodation areas, camps, offices and support facilities, including maintenance, renovations, refurbishments, repairs, upgrades, minor engineering works, cleaning services, pest control, grounds maintenance, space management and general camp support services. - Supports the planning, prioritization and supervision of repair, maintenance, renovation, refurbishment, upgrade and minor engineering works for conventional buildings, temporary buildings, prefabricated facilities, utilities, grounds and mission sites. - Coordinates with other engineering units and technical teams, including electrical, HVAC, plumbing, power generation, water and wastewater, construction and camp management teams, to ensure timely resolution of facilities-related issues. - Prepares proposals and recommendations for efficient use of office, accommodation and operational spaces, including space allocation, layout adjustments and improvement of facilities management arrangements. - Supports office and accommodation space management, including occupancy planning, relocation support, identification of maintenance needs and coordination of corrective actions. - Supervises in-house maintenance teams, ad hoc tradespersons, local and international staff assigned to the facilities management team by determining workloads, schedules, task priorities and performance requirements. - Reviews, recommends for approval and follows up on work orders, service requests, maintenance tasks and minor works requirements, ensuring appropriate assignment to in-house teams or outsourced contractors. - Reads and interprets specifications, technical drawings, schedules, manuals and other technical documents related to facilities maintenance, renovations, refurbishments, minor engineering works, installations, repairs and infrastructure upgrades. - Inspects and reports on maintenance, repair, renovation, refurbishment, minor engineering works and facilities management services carried out by contractors, service providers or in-house personnel, ensuring quality, timely completion and proper utilization of available resources. - Monitors service delivery by outsourced contractors, including cleaning, pest control, grounds maintenance, minor works, camp support, hotel-style accommodation support and other facilities management services. - Follows up on the correction of defects, deficiencies or incomplete works in contractor performance, including during the warranty or defects liability period of relevant contracts. - Ensures facilities management services are delivered in coordination with mission clients and operational stakeholders, including accommodation users, office occupants, camp management, logistics, security and other support units. Administration - Assists in the preparation of cost estimates for facilities management services, maintenance works, renovations, refurbishments, minor engineering works, service contracts and infrastructure-related support activities. - Identifies resource requirements for his/her area of responsibility in connection with budget preparation, contract planning, maintenance programmes and operational priorities. - Assists in technically evaluating bids and proposals for facilities management services, maintenance contracts, renovations, refurbishments, minor engineering works and related support services. - Prepares certification for approval of completed contractual services and works, including supporting documentation for progress payments and performance assessment. - Provides inputs for the assessment of performance levels of assigned local and international staff, in-house teams and service contractors. - Prepares performance evaluation reports for service contractors, including cleaning, pest control, grounds maintenance, camp support, maintenance, renovation, refurbishment and minor works contractors. - Prepares requisitions for maintenance works, renovations, refurbishments, minor engineering works, service contracts, equipment, spare parts, materials, tools, consumables and facilities management supplies. - Issues site instructions within delegated authority, records variances, supervises and records measurements of work performed, and supports verification of work progress for payment and reporting purposes. - Maintains records of work orders, service requests, inspections, contractor performance, maintenance activities, defects, corrective actions and facilities-related requirements. - Supports the drafting of SOPs, guidelines, maintenance plans, inspection checklists and reporting tools related to facilities management activities. - Performs other duties as assigned by the supervisor or the Chief of Section/Unit. Competencies Professionalism: Shows pride in work and 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Demonstrates practical knowledge of facilities management and maintenance operations in field or hardship environments, including coordination of building maintenance, renovations, refurbishments, repairs, minor engineering works, outsourced services, camp support services, cleaning, pest control, grounds maintenance and accommodation-related support activities. Shows ability to coordinate with technical engineering teams and service providers to resolve facilities-related issues in areas such as electrical systems, HVAC, plumbing, utilities, accommodation, office premises and camp infrastructure. Demonstrates ability to supervise in-house and outsourced resources, monitor contractor performance, identify operational priorities and ensure timely delivery of services in a complex field mission environment. Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments and 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. Client Orientation :Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client Education High school diploma or equivalent is required. Job - Specific Qualification A technical, vocational or professional qualification in facilities management, building maintenance, maintenance management, camp services, hotel/facilities operations, minor engineering works, utilities coordination, contract management, occupational safety or another relevant field is desirable. Relevant experience in similar facilities management, maintenance, camp support, hotel/facilities operations, minor engineering works, renovations, repairs, utilities coordination or contractor supervision functions may be accepted in lieu of formal job-specific qualifications. Work Experience At least eight (8) years of progressively responsible experience in facilities management, building maintenance, facilities operations, renovations, refurbishments, repairs, upgrades or minor engineering works in a private, commercial, field or military environment, including at least two years of supervisory responsibility, is required. Experience in planning, coordinating or supervising minor engineering works, including renovations, refurbishments, repairs, upgrades, small-scale modifications, fit-out works or corrective maintenance of buildings and facilities, is required Experience in supervising outsourced contractors and/or in-house maintenance teams for facilities management, maintenance, renovations, refurbishments, repairs or minor works activities is required Experience of working in international field operations in hardship, hostile, conflict, post-conflict, peacekeeping, humanitarian or military environment is required Experience supporting camp management, accommodation management, hotel-style services or large compound operations is required Experience in contract management, monitoring service delivery and evaluating contractor performance is desirable. Experience using enterprise resource planning, asset management, work order, service request or maintenance tracking systems, such as Umoja or similar systems, is desirable. Languages English and French are the working languages of the United Nations Secretariat. For this job opening, English and Spanish are required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details). .headtable { font-family: arial, sans-serif; border-collapse: collapse; width: 100%; border: 1px solid gray; border-radius: 10px; overflow: hidden; } .headTitle { font-family: Arial, Helvetica, sans-serif; font-size: 16px; font-weight: bold; /*color: rgb(65, 98, 145);*/ color:black; } .headtable tr td, .headtable tr th { text-align: center; vertical-align: middle; padding: 6px; } .headtable th{ background-color: #F4F4F4; color: #002d62; font-weight: bold; text-align: center; vertical-align: middle; padding: 12px; border-right: 1px solid #ccc; } .headtable td { text-align: center; vertical-align: middle; background-color: white; border-top: 1px solid #ccc; border-right: 1px solid #ccc; } .headtable th:last-child, .headtable td:last-child { border-right: none; } .headtable tr:last-child td { border-bottom: none; } .rounded-table-wrapper { border-radius: 12px; border: 1px solid #ccc; overflow: hidden; } Required LanguagesLanguageReadingWritingListeningSpeakingEnglishUN Level IVUN Level IVUN Level IVUN Level IVSpanishUN Level IVUN Level IVUN Level IVUN Level IV Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special Notice This temporary job opening is available for an initial period of three months and is being advertised for advance planning purposes pending formal approval of the relevant funding and staffing structures. An appointment may be terminated, or post level adjusted in accordance with the Staff Rules for such reasons as abolition of post or reduction of staff or committee funding approvals, for example in the event that the funding for the post is not approved or the mandate of the mission is not extended. The selected candidate will be expected to temporarily deploy from three months. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Please note that pursuant to the Staff selection system policy (ST/AI/2025/2): (1) Applicants for positions in the Field Service category cannot be of the nationality of the country where the position is located, and (2) Applicants for positions in the Professional and higher categories in a mission, field operation, or resident coordinator’s office cannot be of the nationality of the country where the position is located. For currently serving staff of a United Nations Common System organization, only the UN-recognized nationality will be considered for the purposes of these restrictions. United Nations Considerations 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. No Fee