Org. Setting and Reporting

Under the direct supervision of the Chief of Section, the incumbent is responsible for providing administrative and logistical support on the day-to-day operation of the Section, special projects, and on all requests pertaining to general maintenance, movement of office furniture, equipment, and containers; monitoring and verifying for payment purposes the performance of service providers in the areas of general cleaning, laundry and catering including the review and drafting of their contractual agreements; inspecting and carrying out destruction of all items for write-off as recommended by the Local Property Survey Board.

Responsibilities

• Providing administrative assistance to Chief of Engineering & Facility Maintenance Section & Chief- Facility Management Unit regarding the ongoing Engineering projects in the mission. • Distributing the tasks to junior staff and outsourced contractor’s personnel involved in FMU activities. • Facilitate check-in/Checkout process for incoming/outgoing staff members and their initial movement within the mission. Prepare weekly & Monthly report. • Process the supply request – furniture & appliances, for office & Accommodation, requested by staff & International contractor. Coordinate with General Supply & Fuel unit & stake holders ensuring availability of items. Prepare weekly and Monthly report to keep the track of records management. • Monitor UNAMA provided short term & transit accommodation booking at Kabul & field offices based on availability in consultation with key stake holders of the Mission including senior management. • Perform service delivery, sales order and invoice processing in Umoja/SAP system for the short-term transit accommodation rental recovery. Prepare Monthly report of rental recovery. • Perform Engineering & Facility Maintenance section petty cash activities. Prepare monthly report of petty cash transactions. • Provide weekly/monthly UNAMA’s accommodation statistics including weekly forecast to the Chief Facility Management Unit. • Reviewing all incoming requests and delegating on the priority of tasks to be accomplished together with Chief Facility Management Unit. Checking the areas concerned and advising the relevant maintenance staff to provide the required maintenance. • Checking the invoices submitted by the FMU related outsourced service contractors in terms of the work provided in line with the contract, accuracy of prices, and availability of funds. Initial verifying the invoices that services are satisfactorily performed before verifying by Chief FMU and certifying by Chief EFMS. • Assisting Chief Facility Management Unit on drafting the service contracts including cleaning, laundry, ground maintenance, gardening and fumigation/pest control ensuring the maximum benefit to the UN. • Monitoring, analyzing & reporting UNOCA Accommodation energy consumption to respective users. • Monitoring, analyzing, and reporting solar production green energy mission wide. • Consolidation & compiling monthly Water consumption, wastewater treatment, solid & Liquid waste disposal mission wide for UNAMA environmental Action planning and performance-eApp reporting portal. • Providing logistics support to all ongoing daily briefings and conferences in mission HQ. Ensuring that conference rooms are available for the meeting/conference. Advising IT and communications on any equipment to be installed and ensuring proper installation and functionality. • Providing logistical support in cases of emergencies and evacuations. • Other duties and responsibilities.

Competencies

Professionalism: Shows persistence when faced with difficult problems or challenges. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client. Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

High school diploma or equivalent is required Relevant training in Facilities Maintenance is desirable.

Work Experience

A minimum of five (5) years of progressively responsible experience in facilities management or building management or engineering trade or administrative services is required. With a relevant first level university degree ( bachelor)- a minimum of three (3) years of progressively responsible experience in facilities management, building construction, building management, engineering, architecture, administrative services is required.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge in oral and written Pashto and Dari is required.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.