Org. Setting and Reporting
The Economic and Social Commission for Western Asia forms part of the United Nations Secretariat and, like the other regional commissions, operates under the supervision of the United Nations Economic and Social Council. ESCWA comprises 20 Arab countries in Western Asia and North Africa. ESCWA provides a framework for the formulation and harmonization of sectoral policies for member countries, a platform for congress and coordination, a home for expertise and knowledge, and an information observatory. ESCWA activities are coordinated with the divisions and main offices of the Headquarters of the United Nations, specialized agencies, and international and regional organizations, including the League of Arab States and its subsidiary bodies, and the Gulf Cooperation Council.
This position is in the Facility and Asset Management Section (FAMS) of the Resource Management and Service Development Division (RMSDD).
The Chief - Facility and Asset Management reports to the Director - RMSDD.
Within delegated authority, the incumbent will be responsible for the following duties:
- Manage ESCWA property and inventory to ensure the proper utilization and upkeep of premises.
- Create and review plans for continuous improvements to the overall safety and reliability of buildings, garage and adjoining territory.
- Coordinate with Security and Safety Services and Medical and Welfare Services all matters related to the safety and well-being of occupants of the premises.
- Provide guidance on policies, processes and procedures related to equipment and inventory. Create plans for regular replenishment of inventory based on allocated budget.
- Provide support and guidance to Director-RMSDD, Chief- Financial Management Services, and fund center managers on procurement issues and provide support and guidance during all stages of the procurement cycle.
- Provide updates and policy guidance to the Director-RMSDD on the operation and maintenance of common support services bringing up issues that are urgent, of sensitive nature, or recurrent and recommend solutions, including the efficient use of ESCWA property.
- Monitor and address cafeteria operations, including selection of vendor(s), timely delivery of catering and other services.
- Monitor and evaluate contracts, including maintenance, cleaning, gardening, waste removal etc. and monitors contractors’ performance.
- Ensure accurate and complete tracking of all assets, reporting and internal control systems are functioning and that all relevant records are maintained.
- Ensure that staff are properly supported, guided and advised on the consistent application of organizational policies on asset management and on the establishment of asset replacement plans.
- Investigate the potential obsolescence of fixed assets and implements and monitors the annual useful life review process.
- Coordinate with property appraisal focal points to ensure that property values are complete and accurate.
- Oversee the analysis for fixed assets on a regular basis and oversees the proper maintenance of financial records in accordance with IPSAS Policy Framework and related UN IPSAS policies.
- Make presentations to the local and headquarters Property Survey Board on surplus, damaged and obsolete property.
- Determine appropriate space allocation in coordination with Director-RMSDD, cluster leaders, and UN House tenants.
- Identify functional improvements in the office space management system and coordinate their implementation.
- Make recommendations on organization-wide space allocation, providing alternative scenarios to meet user and corporate evolving needs.
- Co-ordinate Environmental Management System (EMS) related actions.
- Manage and control energy efficiency of the facilities.
- Provide overall supervision to the maintenance of ESCWA automobile fleet, its replacement/repairs and scheduling, including making decisions on overtime approval for drivers and other support staff.
- Implement projects, or parts of larger projects, relating to the construction or repair of facilities and structures.
- Plan and design specifications for projects; determine materials, dimensions and quantities to be included in project specifications; develop statements of work for contractual services; prepare and follow-up work orders.
- Oversee the technical evaluation of bids and proposals for projects.
- Oversee and evaluate work performed by contractors.
- Monitor and report on progress of construction, repair, interior decoration, and landscaping projects.
- Determine and address critical ad hoc works that may be necessary outside of the approved plans and budget.
- Ensure the management of budget allotments and monitor the consumption of inventory and maintenance supplies.
- Plan, direct, and coordinate activities of UN staff and/or contractor’s staff, including outsourcing type of contracts, and all related administrative work and supervision of personnel.
- Perform other duties as required.
- Advanced university degree (Master's degree or equivalent) in engineering, facilities management, management, architecture, business or public administration, or related areas is required. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
- A minimum of seven (7) years of experience in building and facilities management, asset management, general services, property management, contract management, administrative management or related fields is required.
- At least four (4) years of relevant experience in building and facilities management including maintenance contracts is required.
- At least two (2) years of experience in the application of IPSAS, working with financial and property management policies and practices is desirable.
- Experience in asset management in an international setting is desirable.
- Experience carrying out transactions and reviews related to procurement, purchasing, and asset management on an ERP system is desirable.
- Familiarity with procurement practices and procedures of large international organization is desirable.
- Experience in negotiating contracts and supervision of contractual services for utilities and equipment is desirable.
- Supervision of motor pool operations, including management, and servicing of vehicles is desirable.
- English and French are the working languages of the United Nations Secretariat. In addition, Arabic is a working language at ESCWA.
- For this position, fluency in English is required. Fluency in Arabic is desirable. Fluency in French is desirable.
Note: "Fluency" equals a rating of 'fluent' in all four areas (speak, read, write, and understand) and "Knowledge of" equals a rating of 'confident' in two of the four areas.