Job Description
The United Nations Office at Nairobi (UNON) is seeking an experienced and highly organized Senior Facilities Management Assistant (G7) to support the planning, coordination, and efficient delivery of facilities management services at its Nairobi duty station. This temporary opportunity is ideal for a dedicated professional who possesses extensive knowledge of building operations, workplace maintenance, property administration, and service coordination within a complex institutional environment. The successful candidate will contribute to maintaining safe, efficient, sustainable, and well-managed facilities that enable staff, delegates, and visitors to work in a secure and productive environment.
Reporting to the appropriate Facilities Management leadership team, the Senior Facilities Management Assistant will play a significant role in coordinating day-to-day operational activities covering office accommodation, preventive maintenance scheduling, asset utilization, contractor performance monitoring, building inspections, workspace allocation, infrastructure support, and customer service delivery. The position requires close collaboration with technical teams, engineering personnel, security units, procurement professionals, finance colleagues, and external service providers to ensure that all facilities operate according to organizational standards and international best practices.
The successful candidate will monitor maintenance requests, coordinate repair activities, prepare operational reports, review service documentation, maintain accurate facilities records, and contribute to continuous process improvements. The role also involves supporting sustainability initiatives by encouraging efficient resource utilization, environmental responsibility, workplace safety, and compliance with organizational policies governing infrastructure management.
Strong organizational abilities are essential, as the position demands the coordination of multiple assignments while maintaining exceptional attention to detail and meeting strict deadlines. The incumbent will assist in planning facility improvement projects, evaluating maintenance priorities, tracking contractor deliverables, and ensuring that all assigned activities comply with applicable administrative procedures and quality standards.
Excellent communication and interpersonal skills are equally important. The Senior Facilities Management Assistant will regularly interact with staff members from diverse cultural and professional backgrounds, responding to facility-related inquiries, resolving operational concerns, and providing professional support throughout various stages of facilities service delivery. A customer-focused attitude, sound judgment, discretion, and problem-solving capabilities will be highly valued.
This temporary appointment offers an outstanding opportunity for professionals seeking to apply their facilities management expertise within a globally respected international organization. UNON provides a collaborative multicultural workplace where operational excellence, innovation, accountability, sustainability, and continuous improvement are highly encouraged. Individuals who are committed to delivering reliable facilities services while supporting organizational effectiveness and maintaining high professional standards are encouraged to apply for this rewarding opportunity.
Key Responsibilities
- Coordinate daily facilities management operations to ensure uninterrupted support for office buildings, conference facilities, and common service areas.
- Monitor preventive maintenance schedules for mechanical, electrical, plumbing, air conditioning, and building systems.
- Review maintenance requests and prioritize work assignments according to operational urgency.
- Liaise with internal technical teams to ensure timely completion of maintenance activities.
- Coordinate external contractors performing repair, maintenance, renovation, and installation work.
- Conduct routine inspections of buildings and facilities to identify maintenance requirements.
- Prepare detailed inspection reports with practical recommendations for corrective action.
- Monitor contractor performance against contractual obligations, timelines, and quality expectations.
- Maintain accurate records of maintenance activities, inspections, service requests, and completed assignments.
- Support workspace planning and office accommodation allocation initiatives.
- Assist in coordinating office moves, furniture installations, and workplace reconfigurations.
- Track inventory of facilities-related equipment, supplies, and operational materials.
- Ensure building services comply with organizational policies and operational procedures.
- Support implementation of workplace health and safety requirements.
- Assist in identifying operational risks affecting facilities infrastructure.
- Coordinate responses to urgent maintenance situations with relevant stakeholders.
- Prepare statistical reports covering facilities performance indicators.
- Update facilities management databases and documentation with complete accuracy.
- Support budgeting activities by compiling facilities-related operational information.
- Monitor expenditure records associated with maintenance and facilities services.
- Assist procurement colleagues by preparing technical specifications where required.
- Participate in vendor meetings regarding service delivery performance.
- Verify completion of maintenance activities before service acceptance.
- Monitor building cleanliness standards and housekeeping performance.
- Coordinate waste management activities supporting environmental sustainability objectives.
- Assist with energy conservation initiatives and resource efficiency programs.
- Support implementation of environmentally responsible workplace practices.
- Maintain effective communication with staff regarding scheduled maintenance activities.
- Respond professionally to facilities-related enquiries and service requests.
- Provide administrative support for facilities management projects.
- Coordinate documentation for renovation and refurbishment initiatives.
- Monitor compliance with applicable facilities management procedures.
- Support emergency preparedness planning relating to facilities operations.
- Assist in coordinating infrastructure improvement projects.
- Prepare correspondence relating to operational facilities activities.
- Monitor space utilization and recommend improvements where appropriate.
- Support conference facility readiness before scheduled meetings and events.
- Collaborate with engineering personnel on technical maintenance planning.
- Assist with contract administration activities related to facilities services.
- Participate in continuous improvement initiatives aimed at enhancing operational efficiency.
- Promote exceptional customer service throughout every facilities management interaction.
Qualifications & Requirements
- Completion of secondary education is required.
- Additional certification or diploma in Facilities Management, Property Management, Building Services, Engineering Support, Construction Management, Business Administration, or a related discipline is highly desirable.
- Strong understanding of facilities management principles and building operations.
- Excellent knowledge of maintenance coordination practices.
- Ability to interpret technical reports and maintenance documentation.
- Strong organizational and administrative skills.
- Excellent analytical and problem
- solving abilities.
- Ability to prioritize multiple assignments effectively.
- Strong interpersonal and relationship management skills.
- Excellent written and verbal communication skills.
- High level of professionalism and integrity.
- Strong customer service orientation.
- Ability to work effectively in multicultural environments.
- Experience coordinating contractors and service providers.
- Good understanding of workplace health and safety standards.
- Strong reporting and documentation abilities.
- Proficiency in Microsoft Office applications.
- Experience using facilities or asset management systems is advantageous.
- Ability to maintain confidentiality.
- Strong attention to detail.
- Ability to work independently with minimal supervision.
- Excellent planning and time management skills.
- Commitment to operational excellence.
- Adaptability in a dynamic working environment.
- Ability to meet strict deadlines while maintaining high
- quality standards.
How to Apply
Interested candidates should submit their applications through the official United Nations Careers recruitment portal before the closing date. Applicants should complete the online application profile carefully, ensuring that all educational qualifications, employment history, professional achievements, certifications, language proficiency, and relevant experience are accurately documented. Only applications received before the deadline will be considered. Candidates who meet the required qualifications may be contacted for further assessment and subsequent stages of the recruitment process.
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