Facility Management Assistant – UNV

Job Description

Organization		UN OCHA Sudan’s
Description of the assignment title		Facility Management Assistant
Host entity		UNISFA
Assignment country		Sudan
Type		Onsite
Expected start date		31/01/2023
Sustainable Development Goal		16. Peace, justice and strong institutions
Number of assignments		1
Advertisement end date		12/01/2023

Details

Mission and objectives

UNISFA was established in July 2011 under authority of the UN Department of Peacekeeping Operations (DPKO). UNISFA is mandated to Strengthen the capacity of the Abyei Police Service (APS) by providing support, including the training of personnel, and coordinate with the APS on matters of law and order, Monitor and verify the redeployment of armed forces from the Abyei area in accordance with the 20 June 2011 Agreement, Provide de-mining assistance and technical advice, Facilitate the delivery of humanitarian aid and free movement of humanitarian personnel in coordination with relevant Abyei Area bodies, When requested and in cooperation with the APS, provide security for oil infrastructure in the Abyei Administrative Area (AAA) and later to organize the referendum The Council also authorized UNISFA under Chapter VII to:

• Protect UN Personnel, facilities, installations, and equipment.

• Ensure the security and freedom of UN and humanitarian personnel and members of the Joint Military Observers Committee and Joint Military Observer Teams established by the 20 June Agreement.

• Protect civilians under imminent threat of physical violence; and protect the Area from incursions by unauthorized elements and ensure security.

Context

This position is in the United Nations Interim Security Force for Abyei (UNISFA). The Facility Management Assistant reports to the Chief of Facilities and Environmental Management Unit to supports the operations and implementation of SMART Camps through data analysis and interpretation.

Task description

Within the delegated authority from the Chief of Facilities and Environmental Management Unit, the Facility Management Assistant shall be responsible for the following duties:

1. Implementation/Operations

•Creating and reviewing data requirements and design documents to ensure camp management data needs are accurately provided.

•Analyzing and interpreting FRIM data using statistical techniques for water, electricity and fuel consumption for decision making.

•Designing, developing, implementing and modifying data infrastructure to accelerate the processes of data collection, analysis and reporting and other strategies that optimize statistical efficiency and quality. •Support and assist fieldworkers to use mobile and paper-based data collection systems.

•Identify, analyze, and interpret trends or patterns in complex data sets.

•Work with management to prioritize and define new process improvement opportunities in Camp Management.

•Assist the Camp Management Supervisor in managing the accommodation of civilians and individual uniformed personnel.

•Assist in scheduling and supervision for minor repairs, cleaning, waste collection including grounds maintenance in all the mission area.

•Assist in carrying out technical assessments of existing buildings and infrastructure to resolve basic problems and inspect quality of work and work performance.

•Issue instructions at site, record variances, supervise and record measurements of work taken with respect to work progress.

•Inspect and report on maintenance work carried out by contractors and ensure proper utilization of available resources.

•Maintain an accurate accommodation inventory records in electronic inventory management system for property control and accountability in conformance with administrative instructions, guidelines, manuals, and SOPs.

•On time processing of accommodation recoveries on visitors, vendors, contractors whenever necessary.

•Record keeping for all existing Memorandum of Understanding and ensure they are updated.

2. Planning

•Assess the existing infrastructure and analyze consumption for water and energy to ensure compatibility and recommend adjustments/modifications for power grid and water supply system that are required prior to the implementation of the provided solutions using FRIM Data.

•Assists with the monitoring of consumption of water and waste production and setting targets for consumption in conjunction with other stakeholders

•Supports the Camp Management cell in the development of the quality assurance plan to provide systematic method to monitor facility and camp performance.

•Participates in the development of risk assessments and risk management plans using FRIM Data.

•Assists in the development of contract compliance checklists and implementation plans for facility and asset care management contracts.

3. Administration

•Support the camp management of UNISFA HQ in supervising and monitoring the performance indicators UNISFA Camp Management Service Contractor

•Prepares weekly and monthly report on water, electricity, and fuel consumptions.

•Supports the Camp Management cell in office administration, record management and check-in/check-out process of staff.

•Supports the promotion of best practices in relation to facility management, ensuring compliance with UN legislations and standards.

•Advise on the most advanced, cost effective, and low maintenance smart/remote monitoring solutions for asset and facility management.

4. Any other assigned duties.

Furthermore, UN Volunteers are encouraged to:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day)

• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; network and build relationships with local organizations, groups or individuals, and support and/or participate in local volunteering initiatives.

• Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities.

• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.

• initiate and/or participate in local volunteer groups, including assisting them in submitting stories and experiences to the World Volunteer Web site.

• Promote or advise local groups on the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible; -Encourage, mobilize and support coworkers, fellow UNV volunteers and members of the local community to play an active part in peace and development activities on a voluntary basis.

• Discuss with supervisors how volunteerism for peace and development can be mainstreamed in the assignment and integrate activities promoting volunteerism for peace and development into work plans.

• Assist with the UNV “buddy Programme” for newly arriving UNV volunteers.

Results/Expected Output:

• The volunteer will have contributed to strengthening the UNISFA Health Services through quality assurance mechanisms.

• Inclusion in Performance Appraisal Report of statement of achievements towards volunteerism for development and capacity building during your assignment such as specific quantification of mobilized volunteers, trained national colleagues, activities, capacities.

• The Volunteer will have created an impact on the efficiency of the Clinic as the incumbent’s own initiative will be decisive in result of work and timely finalization.

Eligibility criteria

Age

27 – 80

Nationality

Candidate must be a national of a country other than the country of assignment.

Requirements

Required experience

5 years of experience in facility management operations is required. Experience in reporting with exposure to data analysis and reports/analytical portal development is required. Hands-on experience on analyzing large volumes of data sets and capable of creating reports and dashboards on any Enterprise Resource Plan (ERP). Strong analytical, planning, and organizational skills with an ability to manage competing demands. Ability to contribute to team performance with strong interpersonal and communication skills. High level of initiative, self-confidence, and a self-starter; proven problem-solving skills, ability to deliver high quality results and operates with minimum supervision. Previous experience working in UN mission is an advantage.

Area(s) of expertise

Facility management, Administration

Driving license

Manual Transmission Required

Languages

English, Level: Fluent, Desirable

Required education level

Technical/vocational diploma in Minimum of Diploma in Engineering, Human Resources, Information Technology, Business Administration, Data analysis or statistics or its equivalent.

Competencies and values

Professionalism

– Thorough technical knowledge of sustainable facility management solutions and accommodation related maintenance and repair; ability to simplify complex information and communicate such information to less-technically trained team members; Good adaptability skills to find creative solutions depending on contexts; 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; takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.

Communication

– Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors’ language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

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.

Other information

Living conditions and remarks

General: This assignment is based in the UNISFA Headquarters – Abyei – Sudan. Currently this duty station is designated as non-family. Due to the terrain, the area is prone to flooding during the rainy season which lasts from late May until Mid-November. The average rainy season temperature is 30°C and temperatures in the dry season average 37°C. Accommodation: Due to the security situation in Abyei, coupled with the fact that there are limited residential accommodation options in the community that meet UN security and safety standards for staff, expatriate UN staff deployed to Abyei are generally provided secured UN accommodation in a camp-style environment. The UN-provided accommodation is equipped with minimum room furniture and is configured as single room with bath and toilet facilities. Power and water (including purified water) is provided inside the camp by the UN. As per OHRM rules, a reasonable cost recovery for accommodation is made from VLA. Food and Diet: There is a UN managed cafeteria inside the UN Camp in Abyei. The standard and quality of food is limited with a repetitious daily menu. Wide varieties of food are not available and may not be to the personal taste of UNVs. Volunteers may wish to cook their own meals in common kitchen facilities situated at convenient locations within the camp. This would require the volunteer to obtain basic cooking items such as saucepans, fry pans, plates, knives, etc. Health: UN Volunteers should be aware that they could be exposed to a number of tropical diseases and should complete all medical formalities specified in the Offer or Travel Advisory before traveling. Yellow Fever vaccination is compulsory before coming to the mission area, while vaccinations for Hepatitis A & B, Typhoid, Tetanus/Diptheria, Polio and Meningitis are recommended if confirmed by the volunteer’s physician. UN Volunteers, like other international personnel, are to bring their Vaccination Card to the mission. Malaria prophylaxis is highly recommended. Due to large numbers of various types of insects in the mission area, it is also recommended to use insecticide-impregnated nets and insect repellants. UN personnel have access during working hours to a Civilian Clinic (Level 1) inside the UN Camp at Abyei and 24-hour access to a fully operational military hospital (Level 2) within same camp at Abyei. Rest and Recuperation: International personnel in UNISFA, including UN volunteers, are entitled to a 6 -week Rest and Recuperation (R&R) cycle. This means that after every 6 weeks of being in the mission area, the volunteer is entitled to take a break in either Entebbe (UNISFA designated R & R location) or any other destination outside the mission area. The entitlement is 5 calendar days R&R, 1 day official (Admin) and 2 travel days. The UN flight from Abyei or any other deployed site in the mission area to Entebbe can be used for free (return flight). However, personnel are responsible for their accommodation, meals and any other expenses while on R&R. R & R trips must be approved by the supervisor.

Inclusivity statement

United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Note on Covid-19 vaccination requirements

Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid-19) in line with the applicable host entity policy