Facility_Admin Associate (Port Sudan) – UNFPA
Job Description
| Job Identification | 21228 |
| Locations | Sudan |
| Posting Date | 10/09/2024, 04:01 PM |
| Apply Before | 10/16/2024, 04:00 PM |
| Job Schedule | Full time |
| Vacancy Type | Individual Consultancy |
| Education & Work Experience | Bachelor’s Degree – 3 year(s) experience OR High School certificate- 6 year(s) experience |
| Job Category | Administration/Operations/Support |
The Position:
In light of the severe humanitarian challenges in Sudan, the United Nations Population Fund (UNFPA) recognizes the critical need for a skilled and dedicated Building Manager to oversee the management of its premises and guest house. This role is essential for ensuring a safe, secure, and efficient working and living environment for its staff. The Building Manager will be a key member of the UNFPA team in Sudan and will work closely with other staff to ensure the smooth running of the organization’s premises. The ideal candidate will have a strong background in facilities management, security, and hospitality, as well as excellent communication and interpersonal skills. The primary function of this role is to provide safe and comfortable working and living environments for UNFPA staff by ensuring that all premises are properly cleaned, wellmaintained, and equipped with the necessary furniture, equipment, and services. A safe and healthy working environment not only contributes to the mandate and strategic objectives of the organization in challenging circumstances but also promotes staff dignity and selffulfilment, helping to maintain the highest degree of physical, mental, and social well-being possible.
How you can make a difference:
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
Job Purpose:
To provide support for UNFPA Administration/Operations unit- Port Sudan CO, The Facility Associate will be responsible for a wide range of tasks related to the upkeep and maintenance of UNFPA’s facilities in Sudan.
The facility-Admin. Associate will report to the Administration Analyst.
You would be responsible for:
The Building Manager will be responsible for a wide range of tasks related to the upkeep and maintenance of UNFPA’s facilities in Sudan. The Building Manager is responsible for:
➢ Managing the day-to-day operations of the UNFPA premises/accommodation, including coordinating with vendors and contractors for repairs and maintenance.
➢ Ensuring the safety and security of UNFPA staff and visitors, including developing and implementing security protocols in collaboration with security staff and UNFPA security specialist.
➢ Overseeing the maintenance and upkeep of the guest house, including scheduling cleaning and repairs, managing reservations, and ensuring the comfort and wellbeing of guests.
➢ Coordinating with other UNFPA departments and units to ensure that the premises are well-equipped and meet the needs of staff and visitors.
➢ Staying abreast of relevant laws, regulations, and building codes, and ensuring that UNFPA’s facilities are in compliance.
➢ Budgeting and financial management, including preparing and administering the budget for the premises and guest house.
➢ Reporting to UNFPA management on the status of the premises and guest house, and making recommendations for improvements.
➢ Under the overall leadership of the UNFPA Representative, general guidance of the International Operations Manager, and direct supervision of the Administrative Officer, the Management Services Officer will perform the following detailed activities:
➢ Guesthouse and Office Premises Management
➢ Manage UNFPA guesthouses and accommodation in Port Sudan including:
➢ Booking & billing
➢ Cleaning and housekeeping
➢ Ensure the maintenance and repairs
➢ Furnishing and inventory
➢ Submit to the UNFPA Administrative Officer the Guest House payment information per guest to be forwarded to the payroll on the 1st of the each month.
➢ Work with the ICT Associate and develop an online UN Booking via AODocs to manage booking, occupancy, pricing, invoicing, and maintenance.
➢ Ensure comprehensive and accurate monthly data entry and prepare periodic guesthouse management reports for CO management review.
Guide and supervise the cleaners to ensure that guesthouses and UNFPA premises are well managed
➢ Ensure the accommodation and Office premises have available clean waters
➢ Prepares and submits payment requests to the Finance Section after verification of supporting documents.
➢ Contract Management
➢ Manage service contracts – cleaning, refuse collection, sewage disposal, etc. – for all UNFPA facilities in Port Sudan, continuously assessing current service delivery with a view to considering alternative models that are either more cost efficient or more effective.
➢ Follow-up with Procurement Unit to ensure LTAs, service contracts and agreements are renewed as required.
➢ Liaise with the Landlord to ensure that all renovations or repair works are supervised properly and are completed satisfactorily.
➢ Maintenance
➢ Supervise the cleaners and make sure the office and accommodation are well cleaned.
➢ Respond to all requests for maintenance and repair works in a timely manner; supervise & support all personnel involved in site, allocating tasks and responsibilities, and providing technical guidance in their work.
➢ Operate as the principal point of contact for reporting site maintenance issues and capturing of reported incidents.
➢ Establish and implement procedures to manage and maintain buildings and associated systems — water, power, sewage, waste, AC – in all UNFPA facilities in Port Sudan.
Identify any problems that require specialised contracted repair works and coordinate with the Landlord and the UNFPA Administrative Officer.
➢ Establish and continuously review maintenance work plan to ensure preventative and routine maintenance tasks are carried out at appropriate intervals and to facilitate required maintenance
➢ Ensure that health and safety risk assessments are carried out on a regular basis, implementing measures to improve safety standards and mitigate risks in accordance with UNFPA Policy on Occupational Safety and Health (OSH).
➢ Report any procurement needs to the Administrative Officer as appropriate and work closely with Procurement unit to ensure technical suitability of use procured items.
➢ Advise on the most appropriate use of office space and co-ordinate office moves or rearrangement.
➢ Report to the Administrative Officer, via structured meetings or other means with regards to any arising or ongoing technical, financial, Provide regular updates on progress.
➢ Liaise with Assets Team to ensure all new and existing assets are properly recorded, and that items for disposal are identified and processed properly.
➢ support on management of Assets including preparation of physical counts (inventories), submission of Assets reports, and housekeeping of the Assets register Allocate and distribute office furniture and equipment, including photocopiers, making periodic and preventive maintenance checks to ensure all are properly maintained and in working order.
➢ Any other duties as may be assigned.
Qualifications and Experience:
Education:
Education: Bachelor’s degree in facilities management, business administration, or a related field.
Knowledge and Experience:
Experience: Minimum 06 years of experience in facilities management, preferably in humanitarian or international organizations.
Skills:
➢ Strong organizational and problem-solving skills.
➢ Excellent communication and interpersonal abilities.
➢ Ability to work under pressure and in challenging environments.
➢ Knowledge of safety regulations and practices.
Required Competencies:
Values:
Exemplifying integrity,
Demonstrating commitment to UNFPA and the UN system,
Embracing cultural diversity,
Embracing change
Core Competencies:
Achieving results,
Being accountable,
Developing and applying professional expertise/business acumen,
Thinking analytically and strategically,
Working in teams/managing ourselves and our relationships,
Compensation and Benefits:
This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.
UNFPA Work Environment:
UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA’s workforce – click here to learn more.
Disclaimer:
Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.
UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants’ bank accounts.
Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.
