SENIOR FACILITIES MANAGEMENT ASSISTANT, G7

• Organisation: DOS - Department of Operational Support
• Location: New York
• Contract: J
• Deadline: 6 November 2026

Org. Setting and Reporting

This position is located in the Special Events Unit (SEU), Facilities and Commercial Activities Service (FCAS), Division of Administration (DOA), Department of Operational Support (DOS). The incumbent reports to the Chief of the Special Events Unit (SEU). Under the direct supervision of the head of the Special Events Unit, the incumbent is responsible for the implementation of all the elements involved and services required in support of "Special Events" held at the UN as well as the preparation of facilities to host major Conferences and Special Sessions of the General Assembly at locations away from Headquarters. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration. The Division of Administration (DA) in New York provides administrative support functions (human resources, budget, finance and general administration) and facility management and commercial services to entities at United Nations Headquarters. It also provides financial operational services to entities across the globe. As Common Administrative Platform, the Division comprises the OneEO, the Financial Operations Service (including OnePayroll), and the Facilities and Commercial Activities Service. The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions.

Responsibilities

Within delegated authority, the Senior Facilities Management Assistant will be responsible for the following duties:   Review of requests for Special Events • Reviews requests from sponsors to hold events on the United Nations premises and determines if the proposed event meets the criteria contained in written and unwritten directives pertaining to what is or is not permissible at the UN. • Makes recommendations to the Head of Unit regarding the approval or disapproval of events and provides rationale for the action recommended.   Information gathering and pre-event coordination • Under the direction of the Head of Unit and of the Director of the Division of Administration (DOA), the incumbent is responsible for convening and chairing coordination meetings, bringing together the sponsor, which may be a UN Department, UN Agency, Permanent Mission or other related entity, with external contractors and UN service providers. • Guides service providers and sponsors towards agreement on the scope of event and the details of the services to be provided. These services may include video conferencing (one way, two way or multi sites), webcasting, other video services, audio services, television coverage, photography, preparation or construction of elaborate sets, stages, and displays, or any combination of the aforementioned services. • Coordinates catering, cleaning, security and other UN provided services. • The incumbent is also responsible for key activities which may include: contacting event sponsor/organizer; convening coordination meeting(s); establishing parameters for the event; reporting to Head of Unit and senior DOA management; consulting with service providers for estimates of costs; providing estimates based on requirements; communicating with event sponsors and service providers as event approaches; revising event plan(s); access route(s) based on circumstances which develop after final meeting; issuing work orders to internal service providers and advising all service providers of the chronology of installations/preparations.   Overseeing of events • Ensures that all arrangements agreed to by service providers are delivered. The incumbent must also be able to make immediate modifications to the agreed plans and find technical and other solutions for unexpected problems or last-minute requests and provide logistical assistance at the time the event occurs. This, in many cases, involves communicating with high-level officials outside normal office hours when other staff members are not necessarily available for consultation or guidance. • The incumbent is also responsible for key activities which may include: handle any deliveries, space preparatory work prior to event; remain on-site as event set up begins; ensure assigned personnel are aware of previously agreed upon duties/responsibilities; revise event plan(s) based on changing circumstances; ensure activity takes place as agreed/approved; at event conclusion, ensure that space is reset as required, guests depart facility, and oversee load-out of materials as required.   Budgeting, billing and contract management • Review requirements, create a budget based on schedule and estimated resources needed across multiple departments. • Track progress and account for changes. • Create a sales or service order based on charges incurred. • Ensure cost recovery, tracking payments and following up with outstanding invoices. • Keep current with industry costings, assess needs for outsourced services, and create preliminary RFPs for procurement. • Supervise outside contractors and sign off on work completed.

Competencies

PROFESSIONALISM 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.   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 the audience. Demonstrates openness in sharing information and keeping people informed.   PLANNING & ORGANIZING Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of 10 years of professional experience in facilities management, building management, or administrative services is required. Experience in coordinating special events including installation of exhibits or preparing facilities for major conferences or concerts is desirable. Experience in client services in a multi-cultural setting is desirable. Knowledge of the latest audio-visual and meeting management technology is desirable. Experience handling cost recovery processes is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

Required Languages

Language Reading Writing Listening Speaking

English UN Level II UN Level II UN Level II UN Level II

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice