Job Description
Facilities Helpdesk and Administrative Consultant Location New York, NY (Turtle Bay area) :
Facilities Helpdesk and Administrative Consultant Advertised on behalf of : Location : New York City, UNITED STATES OF AMERICA Application Deadline : 13-Nov-23 (Midnight New York, USA) Time left : 10d 8h 54m Type of Contract : Individual Contract Post Level : National Consultant Languages Required : English Starting Date : (date when the selected candidate is expected to start) 04-Dec-2025 Duration of Initial Contract : 3 months Expected Duration of Assignment : 12 months UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
Background
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
The Facilities and Administrative Services unit ensures the delivery of a cost-effective, client-focused service at a strategic level for all UN Women Headquarters. This includes overseeing an integrated programme of cleaning and building maintenance services, construction and relocation projects and overall delivery of standard office supplies and conference services management. In addition, this includes the management of the global distribution and messenger services center.
Under the guidance and supervision of the Administrative and Facilities Specialist, the Facilities Helpdesk and Administrative Consultant will support all staff in UN Women by performing a variety of standard administrative and distribution processes to deliver the above-mentioned services while ensuring high quality and accuracy of work.
Duties and Responsibilities
We are looking for a Facilities Helpdesk and Administrative (FAS) Consultant to be responsible for providing assistance to the FAS very busy online helpdesk. As a FAS Helpdesk and Administrative Consultant, you are responsible for responding to email, chat and/or phone queries and offering support to clients.
To be a successful Facilities Helpdesk and Administrative Consultant, you should be well-versed in all aspects of customer service, such as active listening, patience and problem solving. You should also have excellent interpersonal and communications skills.
Facilities Helpdesk and Administrative Consultant Responsibilities:
Client Services
- Responding to queries on the phone, via email and in person.
- Direct questions to the right department when needed.
- Ensure customer satisfaction.
- Manage all helpdesk administrative duties.
- Maintain accurate records of interactions with customers and recurring user problems.
- Follow up with customers as needed to ensure any problems are resolved.
- Ensuring that customers are satisfied with deliverables.
- Determining the quickest, most effective ways to answer a client's or customer's questions.
- Escalating queries and concerns when needed.
- Enter tickets in building management system.
- Follow up with building management.
- Enter VIPs in building security access system.
Conference Room Services
- Check rooms and furniture to identify needs for repairs or renovations.
- Liaise with caterers and event focal points.
- Review conference room booking forms.
- Coordinate and support with conference room setups.
- Move some furniture when required.
- Setup collapsible chairs, bring from storage room.
- Working with the Facilities and IT team and other departments to find appropriate solutions.
- Liaise with building cleaning crew.
Supply Restocking
- Order supplies and other material per procurement guidelines as required.
- Refill First Aid Kits, supply closets, take stock for reorders, replace paper in photocopiers as necessary.
- Restock office and kitchen supplies.
- Respond to delivery announcements and provide manual labor for lifting, stacking, and positioning of deliverables.
Other Duties
- Arrange for regular maintenance of equipment and internal systems (e.g., heating system, alarms, security cameras).
- Perform any other activity as required in order to assure the success of the work team in support of the UN Women mandate and strategy.
Competencies
- I ntegrity : Demonstrate the values of United Nations and UN Women, act without consideration of personal gain, resist undue political pressure in decision-making, no abuse of power or authority, stand by decisions in the organization's interest, and take action in cases of unprofessional or unethical behavior.
- Professionalism: Show pride in work and achievements, demonstrate professional competence and mastery of subject matter, conscientious and efficient in meeting commitments and achieving results, motivated by professional rather than personal concerns, show persistence when faced with challenges, and remain calm in stressful situations.
- Respect for Diversity: Work effectively with people from all backgrounds, treat all people with dignity and respect, treat men and women equally, show respect for and understand diverse opinions by examine own biases and behaviors to avoid stereotypical responses, and do not discriminate against any individual or group.
Core Competencies:
- Ethics and Values: Demonstrate and safeguard ethics and integrity.
- Organizational Awareness: Demonstrate corporate knowledge and sound judgment.
- Development and Innovation: Take charge of self-development and take initiative.
- Work in teams: Act as a team player and facilitate teamwork.
- Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication.
Functional Competencies:
- Ability to administer and execute administrative processes and transactions.
- Reports to internal and external clients in a timely and appropriate fashion.
- Organizes and prioritizes work schedule to meet client needs and deadlines.
- Establishes, builds, and sustains effective relationships within the work unit and with internal and external clients.
- Responds to client needs promptly.
Strong IT and web-based skills.
Required Skills and Experience
- Completion of secondary education is required.
- Bachelor's diploma is an asset but not a requirement.
- Experience in the usage of computers, office software packages (MS Work, Excel, PowerPoint etc.) is required.
- Minimum five (5) years' administration experience required.
- Fluency in written and spoken English.
- Knowledge of Spanish is an asset.
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Job Tags
Permanent employment, Contract work, Work at office, Relocation, Night shift,