Facility Management Associate

United Nations Development Programme

Kabul, Afghanistan

Experience: 5 to 10 Years

Skill Required: HR and Admin

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Afghanistan is one of the world’s most complex emergencies, and the world’s largest humanitarian crisis. Afghan people are grappling with the impact of conflict, poverty, economic decline, and natural disasters. In this context, Afghan women and girls face unique vulnerabilities and require urgent support as gender inequality is interwoven with conflict dynamics and humanitarian needs. It is essential that Afghan women and girls can continue to shape the development of their country, and that their gains are protected. UN Women remains fully committed to supporting Afghan women and girls and to putting them at the center of the global response to the crisis in Afghanistan. UN Women has been in Afghanistan for two decades. UN Women’s programming approach is informed by analysis of the political, economic, and humanitarian situation, risks to and capacities of partner organizations, and needs of Afghan women and girls. UN Women Afghanistan currently has four key programme priorities: (1) Gender in Humanitarian Action, (2) Ending Violence Against Women, (3) Women’s Economic Empowerment, and (4) Women, Peace, and Security.

Reporting to the Procurement and Administration Specialist, the Facility Management Associate in the UN Women Afghanistan Country Office will provide administrative and logistical support to Operations and programme units that include procurement transaction through new ERP system, contract & lease agreement management and travel arrangement for offices, accommodations located in Kabul and sub-offices. The Facility Management Associate will be responsible for any other duties related to Facilities and Administrative Services as assigned by supervisor.
Duties and Responsibilities:

  • Liaise with UNAMA and other UN Agencies in the compound related to Afghanistan Country Office (ACO) facilities
  • Serve as the focal point for ACO facilities management;
  • Provide assistance on all incoming requests and communicate with client during all phases of task;
  • Inspect the conditions of the office and accommodation buildings and suggest areas for improvement and coordinate action as necessaryp;
  • Liaise with the cleaning service contractor on pest control, garbage collection, and cleaning services;
  • Prepare and follow-up on Work Orders for Office and accommodation maintenance and related requests from personnel; act as construction and renovation projects assistant focal point;

Provide administrative and logistical support to the Operations Unit:

  • Provide check-in support for new personnel and visitors, including building ID access, office space setup and related services;
  • Provide check-out support for exiting personnel, including ID card termination and related actions;
  • Coordinate internal office moves;
  • Provide administrative support in the procurement of office furniture;
  • Monitor and order stationary, office supplies, and business cards. Ensure supplies ordered are in line with sustainability and recycling policies of UN Greening the Blue;
  • Submit requests for stationary including business cards and ad hoc items as needed by personnel;
  • Manage Facilities staff (cleaners). Strive to improve efficiencies in service delivery and arrange training, where required;
  • Oversee effective operation of tea-points, meeting rooms and other shared spacesp; manage all contractors attending onsite and work with Facilities team, where required, to ensure contractors carry out their work in a safe and effective manner;
  • Operate as the principal point of contact for reporting site maintenance issues and capturing of reported incidents;
  • Be the first point of contact on Facilities issues for all building users (ACO);

 Oversee Mail & Distribution:

  • Maintain updated list of publications stored in UN Women ACO storage facility; update regularly
  • Email monthly expenditures on pouch/international courier/mail charges to respective budget owners;
  • Maintain invoices and chargeback records of shipments per UN Women units using barcode system;
  • Update mailing, distribution and mailing lists and labels on a regular basis;
  • Maintain updated inventory, distribution and mailing lists on UN Women’s Intranet page.
  • Professional communication with UN Women stakeholders external personnel on facilities related matters;
  • Liaise with Pouch and Mail focal points in UN-Secretariat to resolve queries / clarification from client’s issues and concerns;

Perform buyer and travel processor roles in support of Operations and Programme Unit:

  • Provide advice and technical support on Procurement related issues
  • Provide initial review with immediate feedback/comments on requests for Purchase Order and Supplier Update & Registration
  • Review and update procurement logs with link to e-filing of contracts, POs, travels, supplier profile and procurement related documents in SharePoint system.
  • Undertake negotiations with potential suppliers including contribute to capacity building of suppliers to be able to compete in Global Market
  • Create, monitor and maintain purchase order for office, accommodation and sub-offices

Perform any other duties as assigned by supervisor related to Facilities and Administrative Services.

  • Preparing the Work Order forms for maintenance and repairing of the equipment for ACO and accommodations.
  • Follow up with facility management for performing the required maintenance services in ACO and Accommodations
  • Verifying the performed services by facility management unit and reporting to Operations Manager
  • Conducting regular check-up of the accommodations and reporting to head of admin logistics unit
  • Participating as team member in physical inspection of goods received and handover process
  • Assisting the team in inspection of inventory
  • Assisting in repairing of the equipment under warranty and follow up with relevant suppliers / vendors
  • Conducting small purchases for maintenance of office, when required
  • Assist in physical check-up & inspection of the storage of the cleaning materials for Office building and Accommodations
  • Ensure booking of staff rooms at UN Women accommodation and from other UN agencies

Key Performance Indicators;

  • All services are provided in compliance with UN Women rules, regulations and policies.
  • UN Women Office (s) and accommodation building (s) are well-managed, equipped, secured, and maintained per standard of operations.
  • Contracts and Lease Agreements related to UN Women facilities are updated, tracked and paid on timely manner.
  • UN Women guests and residents are timely and effectively supported on logistic and administrative arrangement.
  • Database on inventory and supplies for office and accommodation are up-to-date.

Required Skills and Experience;

Education and certification:

  • Secondary Education with specialized certification in Administration is required;
  • University Degree in Business, Administration and Finance, would be desirable, but it is not a requirement;


  • Minimum 6 years of relevant experience in facilities management, administration or program support service with secondary;  education, or minimum 4 years’ relevant experience with a Bachelor degree;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc;
  • Experience in handling of web-based management systems. Experience with ERP systems, preferably PeopleSoft, desirable;

Language Requirements:

  • Fluency in English is required;
  • Knowledge of the other UN official language is an asset;
  • Knowledge of Dari and/or Pashto is required;

Source: https://jobs.undp.org/cj_view_job.cfm?cur_job_id=112561