Administration Assistant - (Facilities Maintenance)

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. 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

Background Information – ESAMCO

Located in Nairobi, Kenya, the East & Southern Africa Multi Country Office manages a growing portfolio of engagements. The ESAMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. This includes transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Uganda, Tanzania, Somalia, Zimbabwe, Zambia, Mozambique and Malawi.

1. Building Maintenance 
2. Maintenance of Outdoor Facilities
3. Maintenance of Facilities Equipment
4. ICT Support

• Plan, coordinate and provide a full range of site maintenance and installation works, to ensure preventive maintenance for generators, water heaters, water pumps, etc.is carried out regularly ensuring well-functioning equipment.
• Independent judgment in scheduling, prioritizing urgent tasks, and handling vendor logistics.
• Oversee general landscaping, including mowing,  tree care - trimming trees, and planting flowers, Irrigation and digging ditches and drainage.
• Coordinate pottering and cleaning services, to ensure an organized, safe and clean work environment.
• Support deployment of and provide technical supervision to external contractors to facilitate efficient and cost-effective servicing or intervention for any major electrical installations, maintenance or repairs.
• Install, maintain and repair all kinds of electrical equipment and appliances including wiring and distribution systems, to ensure a safe and reliable working environment in compliance with electrical standards.
• Inspecting buildings to confirm safety standards, and identifying, planning, and scheduling major repairs.
• Perform regular and ad hoc  preventative maintenance tasks  on installations, repairs and maintenance of plumbing systems and components as per the established safety standards

• Compile and provide accurate reports on works undertaken, services provided, materials
• Creating and maintaining digital records to enable efficient planning for future works/services.
• Contribute to evaluation of required installation/repair works, compare prices of materials and contribute to planning of future preventive maintenance works, to support efficient and cost-effective site maintenance services.
• Requirement to improve efficiency in maintenance operations

• Assist in maintaining accurate inventory records through physical check and maintenance of lists/database, and arrange disposal of identified equipment and materials, strictly following UNOPS assets management guidelines.
• Generator Maintenance Documentation.  Scheduling Efficiency and fuel management.   Ensure accurate tracking, timely documentation, and effective scheduling of generator maintenance to minimize downtime and support operational readiness.

• Support with ICT hardware maintenance and support- Support users with basic technical trouble shooting and maintenance of ICT networking and cables,-Changing hardware electrical components (Network wiring, Power sources) and routine repairs-Changing UPS batteries
• Ability to assist with basic network setups and monitor hardware configurations
• Installing new UPS units and replacing their batteries.
• Troubleshooting LAN cable issues and rectifying problems with network data points.
• Resolving common printer issues like clearing paper jams and replacing toner cartridges.
• Performing preventive maintenance on ICT equipment such as blowing dust to ensure optimal performance and a longer lifespan
• Safely and properly isolating obsolete/faulty ICT equipment for safe disposal and ensuring the secure storage of such equipment.

• Completion of secondary school is required. 
• First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required. Bachelor degree may substitute required years of work experience.
• In the absence of a degree, administrative certification is an asset.

• Four years of progressively responsible and  proven effective experience in planning and executing specialized electrical installations, maintenance and repair work is required.
• Experience with UN systems and procedures is an advantage.
• Two (2) years experience in the use of computers and office software packages, preferably Google Workspace, is required.
  
  Experience in working with web-based management systems will be an added advantage

• Full working knowledge of English is required. 
• Knowledge of a second UN or regional working language is an asset.

1. Contract Type: Local Individual Contractor Agreement
2. Contract Level: LICA 4
3. Contract Duration: Ongoing ICA – Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• UNOPS evaluates all applications based on the skills, qualifications and experience requirements outlined in the vacancy announcement. We are committed to considering all candidates in a fair and transparent manner, and we value diverse perspectives and experiences, including those of women, indigenous and racialized communities, individuals with diverse gender identities and sexual orientations, and people with disabilities.



• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions 

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 

• For retainer contracts, you must complete a few mandatory courses ( they take around 4 hours to complete)  in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.