Facilities Management Assistant

UN Secretariat; New York (NY); On-site; USD 58,000 - 72,000; Full time

Job summary

UN Secretariat in New York seeks a Facilities Management Assistant to support the Chief of the Planning Design and Construction Section (PDCS) in managing building services and projects. You will handle budget projections, file and contract management, and on-site coordination to ensure smooth operation of the UN Headquarters facilities.

The role requires a high school diploma, 3 years in administrative facilities management (1 year with a first-level university degree), and strong skills in

Qualifications

• High school diploma or equivalent required.
• Minimum 3 years of experience in administrative services related to facilities management; 1 year with a first-level university degree.
• Desirable experience in monitoring office space capacity and processing/tracking invoices.
• Excellent planning, organizing and documentation skills.

Responsibilities

• Assist in preparing reports on building services, including data collection and cost calculations.
• Participate in budget projections and monitor expenditures against purchase orders.
• Receive repair requests, generate work orders and dispatch to trade shops.
• Secure approvals for projects, requisitions and invoices.
• Create, maintain and update contract files and documentation.
• Maintain filing systems and update databases (paper and electronic).
• Control and manage the online space system to track availability and coordinate with clients.
• Review contractor invoices and assist with cost recovery.
• Process and track vendor invoices and proposals, verifying contract terms.
• Assist in preparing scopes of work and technical evaluations, coordinating with procurement.
• Monitor service contract activities and conduct inspections.
• Maintain records for personnel matters and contracts; support inventory updates.
• Coordinate on-site construction and renovation projects; catalogue drawings electronically.

Skills

Professionalism

Teamwork

Planning and Organizing

Record maintenance

Data review and interpretation

Budget monitoring

Invoice processing

Contract management

Space management

Project coordination

Education

High school diploma or equivalent

First-level university degree

Job description

Organizational context: The Department of Operational Support provides advisory services across the UN Secretariat. The Facilities and Commercial Activities Service (FCAS) manages the UN Headquarters complex, ensuring effective planning, management, and maintenance of facilities. This role is within the Planning Design and Construction Section (PDCS) of FCAS, reporting to the Chief of PDCS.

Job purpose: The Facilities Management Assistant supports the Chief of the Planning Design and Construction Section (PDCS) in managing building services and construction projects. This role involves assisting with budget projections, monitoring expenditures, processing work orders, and maintaining contract files. The incumbent will also manage space allocation, process vendor invoices, coordinate on-site projects, and ensure compliance with service contracts. This position contributes to the efficient operation and maintenance of the UN Headquarters facilities.

Responsibilities: Assist in preparing reports on building services, including data collection, compilation, and cost calculations. Participate in budget projections, monitor expenditures against purchase orders, and update financial databases. Receive repair requests, generate work orders, and dispatch them to appropriate trade shops. Follow up on requisitions and priority service requests. Secure necessary approvals for projects, requisitions, and invoices. Create, maintain, and update contract files with all pertinent documentation. Maintain filing systems (paper and electronic) and update databases. Control and manage the online space system to track availability and coordinate with clients. Review contractor invoices and assist with cost recovery. Process and track vendor invoices and proposals, verifying contract terms. Assist in preparing scopes of work and technical evaluations, coordinating with procurement. Monitor service contract activities, adjust priorities, and conduct inspections. Maintain records for personnel matters and contracts. Support gift tracking and inventory updates. Control office supply stock. Coordinate on-site construction and renovation projects. Catalogue drawings in electronic format.

Education: A high school diploma or equivalent is required.

Work experience: A minimum of 3 years of experience in administrative services related to facilities management is required. This is reduced to 1 year with a first-level university degree. Experience in monitoring office space capacity and processing/tracking invoices is desirable.

Skills: Professionalism, Teamwork, Planning and Organizing, record maintenance, data review and interpretation, budget monitoring, invoice processing, contract management, space management, project coordination.

Required languages: English, French

Desired languages: