Overview
The Campus Operations Associate is responsible for the day-to-day facility management, monitoring and management of building technology and supply, management of logistical and mail delivery services, upkeep of relevant building and facility related data and provision of facility related organizational and administrative support.
Key Responsibilities
- Ensure day-to-day monitoring and management of building technology and facilities including the maintenance of building relevant data, ensuring timely follow up on reported problems.
- Communicate effectively to UN entities on the Campus as well as German federal institutions to flag issues and problems and ensure implementation of technical support and solutions.
- Contribute to the development and application of computer aided facility management systems.
- Manage contracts and service level agreements with technical service contractors and consultants.
- Ensure that UN, national, or international technical standards and building codes are met when technical projects arise.
- Oversee and monitor constant repairs and maintenance works on UN Campus facilities.
- Analyze building operations on a regular basis including the screening of supply market developments and proposals of cost saving and sustainability measures.
- Ensure that UN requirements are formulated, pursued and implemented in building projects on Campus in close cooperation with German federal authorities.
- Act as UNBonn focal point for internal and external partners related to operating the UN Campus buildings and facilities.
- Act as UNBonn focal point for internal and external partners related to construction/refurbishment projects on the UN Campus.
- Ensure overall quality and reliability of mail and logistical services and drive increased digitalization and efficiency of the provided services.
- Ensure timely inbound postal and courier mail, consignments, diplomatic pouch, and delivery services.
- Ensure timely and cost-effective outbound postal and courier mail, and parcel services.
- Monitor security screening measures for received mail, deliveries and other received goods.
- Manage central parking facilities for official and staff vehicles.
- Manage other logistical services, as required.
- Manage and administer allocation of premises and office space for all UN agencies on Campus.
- Provide requirements and specifications/Terms of Reference for procurement of facility management related goods and services and support procurement processes.
- Support facility related “greening” activities and report on annual emissions and other environmental data inventories.
- Monitor and control the provision of cleaning services for the building and the premises.
- Engage in close day to day coordination with other teams of CSS for smooth, joint implementation and creation of synergies.
- Manage, administer and develop the UNBonn merchandise shop and business.
- Ensure most cost-effective running of Campus technologies and supplies.
- Contribute to Common Services financial management by monitoring expenses and providing budget forecasts.
- Ensure full-time availability of building infrastructures and central ICT services.
- Participate in and provide technical contributions to meetings with representatives from host government, local authorities, service providers and contractors for campus extension and modernization projects.
Required Experience
- A minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of relevant experience in two of the following five areas is required:
o Facility Management and/or monitoring of technical and/or construction projects;
o Common Services provision;
o Working with CAFM or ERP systems;
o Logistical and/or Mail services;
o Procurement and/or Administration.
- Experience using computers and office software packages (MS Word, Excel, PowerPoint, etc.) is required.
- Knowledge of the UN or other institutional Administrative Rules and Regulations is an advantage.
- Experience with procurement support and/or budget monitoring is an asset.
- Experience in managing service contracts and contractor performance, including oversight of technical service providers is a strong asset.
- Experience in supervising and/or coordinating teams, including organizing workflows is an asset.
Qualifications
- Secondary education with specialized certification in the area of building maintenance, operation, facility management, general administration or related fields.
- University degree (Bachelor’s degree) in Architecture, Civil Engineering, Building Technology, Facility Management, Business Administration, International Relations or related fields will be given due consideration, but is not a requirement.
