Facilities Management Clerk

Job Detail

Job ID 9523
Career Level Senior
Experience 3+ Years
Gender Male or Female
Industry NGOs
Qualifications Bachelor s Degree

Job Description

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

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

Education:

• 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.

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.
•    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.
•    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 Languages:

• Fluency in English, Arabic is required.
• Knowledge of Kurdish language is desirable.

Professional Certificates:

• Formal technical training or certificate in building services, construction, or facilities management is desirable.