Senior Facilities Management Assistant

UN Secretariat; New York (NY); On-site; USD 60,000 - 85,000; Full time

Job summary

The UN Secretariat is seeking a Senior Facilities Management Assistant to support Special Events and prepare facilities for major conferences and General Assembly sessions. The role involves reviewing event requests, coordinating with sponsors and UN service providers, and ensuring all logistical and technical requirements are met with meticulous planning and clear communication.

Responsibilities include overseeing event logistics, troubleshooting issues, managing budgets and billing for cost

Qualifications

• High school diploma or equivalent is required.
• A minimum of 10 years of professional experience in facilities or building management, or administrative services.
• Experience coordinating special events and cost recovery is desirable.
• Experience in client services in a multicultural setting is preferred.

Responsibilities

• Review and recommend approval for special event requests on UN premises.
• Coordinate pre-event activities by chairing meetings with sponsors and service providers.
• Define event scope and services such as audiovisual, staging, and catering.
• Oversee event execution and modify plans to resolve issues, including after hours.
• Manage budgeting, billing, cost recovery, and supervise external contractors.

Skills

Professionalism

Communication

Planning & Organizing

Education

High school diploma or equivalent

Job description

Organizational context

The Special Events Unit (SEU) within the Department of Operational Support (DOS) at the UN Secretariat is responsible for managing facilities for special events and major conferences. The Facilities and Commercial Activities Service (FCAS) operates the UN Headquarters complex, providing comprehensive facility management, maintenance, and operational services. The Division of Administration (DA) offers administrative and facility management support to UN entities.

Job purpose

The Senior Facilities Management Assistant plays a crucial role in supporting "Special Events" and preparing facilities for major conferences and General Assembly sessions. This involves reviewing event requests, coordinating with various stakeholders including sponsors, external contractors, and UN service providers, and ensuring all logistical and technical requirements are met. The role requires meticulous planning, effective communication, and the ability to manage complex arrangements to ensure successful event execution. The incumbent will also be responsible for overseeing event logistics, troubleshooting issues, and managing budgets and billing to ensure cost recovery and efficient resource utilization.

Responsibilities

The Senior Facilities Management Assistant is responsible for reviewing and recommending approval for special event requests on UN premises, ensuring compliance with directives. This includes gathering information and coordinating pre-event activities by chairing meetings with sponsors and service providers to define event scope and services, such as audiovisual, staging, and catering. The role involves overseeing event execution, ensuring all arrangements are delivered, and making immediate modifications to plans to resolve unexpected issues, often requiring communication with high-level officials outside standard hours. Additionally, the incumbent manages budgeting, billing, and contract oversight, including creating budgets, tracking expenses, ensuring cost recovery, and supervising external contractors.

Education

A high school diploma or equivalent is required for this position.

Work experience

A minimum of 10 years of professional experience in facilities or building management, or administrative services is required. Experience coordinating special events, preparing facilities for major conferences, client services in a multicultural setting, and handling cost recovery processes are desirable.

Skills

Professionalism, Communication, Planning & Organizing.

Required languages

English, French

Desired languages