Facilities & Space Management Coordinator

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

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