The United Nations Support Office in Somalia invites candidates to apply for the vacancy of Facilities Management Assistant to join the Property Management Unit in Mogadishu. The Facilities Management Assist will be responsible for providing administrative and logistical support on the day-to-day operation of the Section, special projects, and on all requests pertaining to physical verification of assets and equipment, updates in the UN ERP System (Umoja), and follow up of discrepancies; monitoring and verifying for payment purposes the receipt and inspection documents; Liaising with Claims for write-off as recommended by the Local Property Survey Board, and with the disposal unit for physical disposal of goods. Furthermore, the incumbent will work under the submits report to the Chief of the Property Management Unit.

Key Responsibilities 

The incumbent be performing the following tasks

• Providing administrative assistance to Chief of Unit regarding the ongoing projects in the mission.
• Establishing plans for carrying out physical verification as requested, considering manpower, supplies and time required. Distributing the tasks to the different staff and contractors involved.
• Similarly, contacting the different offices for supplies and services required. Coordinating between the different resources.
• Maintaining accurate and auditable records related to the physical verification process and in conformance with administrative instructions, guidelines, manuals and Standard Operating Procedures (SOPs).
• Monitoring the ongoing process, and working out the difficulties that might arise along the process.
• Providing logistics support to the Mission Headquarters, Chief of Staff team both military and civilian, on behalf of Property Management Unit.
• Reviewing all incoming requests and deciding on the priority of tasks to be accomplished together with the Chief of Unit.
• Checking the areas concerned, and advising the relevant staff to provide the required maintenance.
• Contacting technical units or warehouse staff concerning any outstanding discrepancies, and monitoring associated reconciliation process.
• Also, assisting stakeholders in the application of property management policies and procedures to meet organizational standards and goals set up in the Department of Field Support (DFS) Directives, LSD Guidelines and mission’s SOPs
• Conducting inspections to ensure requirements are met.

Additional Duties 

The Facilities Management Assistant will also be doing the following duties

• Drafting the service contracts; ensuring the maximum benefit to the UN as well as coordinating with the procurement unit in finalizing the contract.
• Reviewing and checking the work provided by the contractors in accordance with the need of the mission.
• Reviewing areas that need more attention other than the routine daily work for cleaners and advising their foreman on schedules in the cases of meetings, conferences, functions, moving offices or conducting maintenance work in some offices.
• Checking the invoices submitted by the contractors in terms of the work provided in line with the contract and ensuring the accuracy of prices, and availability of funds.
• Signing the correct invoices that services arc satisfactorily rendered prior to certifying them by Chief of Section.
• Providing logistics support to all ongoing daily briefings and conferences in mission HQ.
• Advising IT and Communications on any equipment to be installed, and ensuring proper installation and functionality.

Responsibilities 

Candidates must have the following qualifications in order to be eligible for this Facilities Management Vacancy

• A high school diploma or equivalent is necessary.
• In addition to that, five years of progressively responsible experience in property management, warehousing, facilities management, building management, engineering, architecture, administrative services or related area.
• Experience in support services, logistics and supply chain management is desirable. Similarly, experience in military or UN peacekeeping field operations is desirable.
• Fluency in oral and written English is mandatory for this position. Furthermore, working knowledge of any other UN official language will be an asset.

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