UNOPS – United Nations is looking for Facilities Manager , Multiple positions

Background information – job-specific

Several partners have requested UNOPS to take over the provision of camp management services for their facilities in several countries across East Africa (e.g. Somalia, South Sudan). The purpose of this position is to manage such camps and facilities in these countries, to maintain them in good, usable and hygienic condition – meeting the required workplace regulations and health and safety standards – to support the performance of end users’ personnel and operations, whilst providing an appropriate quality of life.

Under the supervision of the Project Manager, the Facilities Manager (FM) will be responsible for the comprehensive and timely local management for the provision of camp management services in one or several facilities as established in the respective agreements between UNOPS and the other party.

The Facilities Manager (FM) is responsible for the day-to-day local operations of the camps and facilities under his/her purview and provides services to the different donors, partners and beneficiaries. At local level, the FM delivers on-site leadership of camp service teams, manages service delivery, resources, personnel, equipment, local communications and stakeholder management, quality and performance management and reporting. He/she will manage all human and material resources assigned to the camps and facilities under his/her responsibility whilst determining the operational needs, as well as priorities, required to efficiently provide the said facilities management services. He/she is expected to meet and exceed the organizations performance and contribute to meeting the project’s deliverable’s whilst abiding by the security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

As the customer service focal point for local camp customers and stakeholders, the FM is to have a thorough understanding of the terms, conditions, and the respective roles and responsibilities of the partners, stakeholders and contractors as well as all legal agreements and contracts governing the project to ensure efficient provision of the agreed facilities management services. Success of the project(s), and hence the FM’s, will be based on the Success Criteria of UNOPS engagements which are linked to the responsibilities below.

Since the maintenance of the camps and facilities will rely on a number of external suppliers for its successful delivery, the FM will be working with firm deadlines.

The Facilities Manager will be based in one duty station but expected to rotate regularly among different camps so as to respond to operational needs.

Functional responsibilities

Reporting to the Project Manager, the Facilities Manager (FM) will be responsible for, but not limited to the below duties and responsibilities.

Under the supervision of the Project Manager, the Facilities Manager shall perform the following duties and responsibilities:

Stakeholder Management:

• Establish a solid and fluid working relationship at local level with clients, key stakeholders, and facilities’ end users.
• Alert the Project Manager on issues that may impact the achievement of the project’s outcomes (including issues of sustainability and post project requirements such as maintenance).

Facilities Management:

• Manage daily operations and assess and solve operational needs through the implementation of the operational strategies and procedures established by the Project Manager.
• Implement approved project plans (including the establishment of milestones) within tolerances set by the Project Manager.
• Develop and maintain facility maintenance plans and communicate to Project Manager any deviations from such plans.
• Manage the attainment of the agreed deliverables, taking responsibility for overall progress and use of resources and initiating corrective action where and when necessary.
• Budgeting for the requirements of tasks and work packages.
• Authorize tasks and work packages as per Standard Operating Procedures (SOP).
• Manage and review product quality and ensure products are accepted.
• With the aim of reducing operating costs while increasing productivity, implement SOP or advice on the development of new SOP or its adaption to the local context.
• Manage directly, through appropriate delegation of tasks, all related activities connected with the implementation of the required camp management services in the facilities under his/her responsibility. These may include any of the following services, but are not limited to, the following:

a. Facilities maintenance and repair

• Produce accurate site plans including buildings, roads, parking and boundaries.
• Carry out a ‘Condition Survey’ to assess the general condition of the sites to assess priority works to be implemented.
• Produce accurate and up to date asset registers for all sites to tertiary level.
• Produce, as requested, short-term, and/or long term ‘Planned Maintenance Programme’ (PMP) including cost estimates.

b. Ground maintenance including gardening, landscaping and weed control.
c. Pest and Vermin control.
d. Indoor and outdoor cleaning.
e. Maintenance of mechanical plant and equipment.
f. Catering and food storage.
g. Cleaning and laundry services.
h. Bulk liquids (e.g. water).
i. Customer support help desk.
j. Electricity provision and generator maintenance.
k. Air conditioning.
l. Maintenance of ablutions.
m. Wi-Fi and communications provision.
n. Solid and liquid waste management and disposal (garbage collection and disposal services) including management of dump sites.
o. Minor repairs or general handyman services upon request and any other tasks established in the Legal Agreement.

• Liaise with services providers and monitor (including the review of performance through Key Performance Indicators) the implementation of the contracts of external suppliers for the delivery of the above services and advice on, and negotiate if required, the improvement of the said contracts.
• Review budgets and keep record of payments.

 

Procedures:

• Follow the established management systems instructions and ensure that all organizational policy is complied with (Organizational Directives and Administrative Instructions).
• Provide timely and accurate information to the Project Manger that is necessary for the preparation of Project Management Cycle reports and documentation.
• Follow Standard Operating Procedures for the issuance and implementation of tasks and work packages.
• Promptly communicate required financial obligations to ensure that tasks are implemented and payments to contractors and personnel are received on time.

Personnel Management:

• Manage and coordinate the personnel for the performance of the tasks.
• Lead and motivate the team.
• Ensure that behavioral expectations of facility’s team members are established.
• Ensure that performance reviews are conducted.
• Identify outstanding staff and bring them to the attention of the Project Manager.
• Perform Project Support role, if requested by the Project Manager.
• Ensure safety and security for all facility’s personnel and comply with UNDSS standards.

Deliverables:

• Regular and constant updates (may be written, or oral), addressing progress, risks and issues, maintaining the risk register up to date.
• Prepare the established management systems reports such as (these might be modified as per management requirements): Highlight Reports, End Stage Reports, Operational Closure Checklist, End Project Report and, Handover Report.

Education/experience/language requirements

Education

• Advanced University Degree/Master degree in Project Management, Business Administration, Engineering, Political, Security,Development Studies, or related field.
• A first level university degree/Bachelor combined with 2 additional years of relevant experience will substitute the requirement for an advanced degree.
• A Technical/Professional Diploma with an additional 4 years’ experience may be accepted in lieu of the advanced degree.

Experience

• Minimum experience of 5 years  is required in leading operations in a facility or project.
• Knowledge of the UN system and familiarity with UNOPS procedures is an advantage.
• Proven management and leadership skills appropriate to a large and diverse team desirable.
• Experience working in conflict or post-conflict environments desirable.

Additional considerations

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Contract type, level and duration

Contract type: International Individual Contractor Agreement
Contract level: I-ICA 2
Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Background information -South Sudan

The UNOPS South Sudan office helps a wide range of local and international partners improve the lives of the South Sudanese people by implementing infrastructure and procurement projects. All UNOPS operations have an increasing emphasis on developing national capacities and considering gender, environmental and community concerns. UNOPS is working in a range of sectors in South Sudan including: transport, education, health, post-conflict stabilization and emergency response.

Background information – UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.