Construction and Facilities Management Associate

JOB DESCRIPTION

The Organizational Setting

The Safety, Security and General Services Section (SSG) is responsible for the planning, coordination and management of security and office services, commissariat operations, rental of office space, inventory, as well as overall facilities management, including liaison with the building administration in relation to office management, maintenance and construction services, security of headquarters premises and provision of stationery supplies for the Secretariat.

The post of Construction and Facilities Management Associate operationally reports to the Senior Construction and Facilities Management Associate (SCFMA) within the General Services and Facilities Management (GFM) Unit of SSG Section, with whom s/he consults on complex technical issues. In addition, the incumbent is required to support ongoing projects and other GFM related activities.

Major Duties and Responsibilities

Function 1 (incl. Expected results)

Provides operational support to ensure the implementation of projects in coordination within GFM, achieving results such as:

• Provide support in reviewing projects’ requirements by analyzing content of requests.
• Assist in drafting and/or sending e-mails and letters in order to provide a timely reply to stakeholders.
• Coordinate with stakeholders regarding the collection and dissemination of data related to the project(s).
• Review costing of projects, by coordinating with internal colleagues and Public Services and Procurement Canada (PSPC).
  
  
  

Function 2 (incl. Expected results)

Supports the review and completion of project documents related to GFM activities; achieving results such as:

• Organize and coordinate the development of documentation related to the business of the GFM team.
• Maintain focus on process analysis with an understanding of technical problems and solutions, and its relationship to the business environment.
• Provide ad hoc technical support as required.
  
  
  

Function 3 (incl. Expected results)

Contributes To The Coordination And Monitoring Of Tasks Related To The Preparation Of Reports, Completion Of Projects, Artifacts Donations, And Other GFM Activities, Achieving Results Such As:

• Monitor the maintenance of project tracking system by preparing draft reports as required.
• Prepare or assist in reviewing correspondence including memoranda, reports on a timely basis.
• Assume support responsibilities in the coordination of daily operations as required.
• Assist in the coordination of the process of acceptance, installation, and maintenance of works of art, artefacts and furnishings donated by ICAO Delegations.
• Monitor the electronic document filing in the Unit and ensure that all electronic folders are up-to-date, especially the Auto-CAD drawing files (shared and documented with PSPC).
  
  
  

Function 4 (incl. Expected results)

Contributes to the technical development and implementation of furniture within the current Building Standards, achieving results such as:

• Assist in the preparation of functional and technical specifications for the Furniture Long Term Agreement (LTA) and coordination with Procurement Section (PRO) on tendering documents.
• Review and evaluate documentations from suppliers and submit a recommendation.
• Select and propose auxiliary furniture with preliminary budget.
• Process requisitions for goods and/services.
• Coordinate delivery and installation with internal and external venders.
  
  
  

Function 5 (incl. Expected results)

Participates in coordination meetings for the preparation of a variety of Headquarters projects, achieving results such as:

• Prepare project-related documents and implementation plans.
• Provide technical input, logical and economical solutions as required.
• Assist in the development and dissemination of up-to-date information to stakeholders on the availability of project-related activities and documentation.
  
  
  

Function 6 (incl. Expected results)

Performs other related duties as assigned, achieving results such as:

• Support GFM in ongoing daily provision of facilities service-related activities, and perform other related duties as assigned.
  
  
  

Qualifications And Experience

Education

Essential

A Diploma of College Studies (DEC) in architecture or equivalent educational degree is required.

Desirable

Additional training or certification in the field of construction is desirable.

Essential

Professional experience

• A minimum of 6 years of experience in interior and exterior construction and maintenance works.
• Experience in the application of rules and regulations, in particular with respect to procurement.
• Experience in creating space planning, reading and interpreting Architectural, Electrical and Mechanical plans (DWG) is mandatory.
• Professional experience in AutoCAD.
  
  
  

Desirable

• Experience in supervising and coordinating the work of others.
• Experience in computer and electronic instrumentation.
  
  
  

Languages

Essential

Fluent reading, writing and speaking abilities in English and French.

Desirable

A working knowledge of any other languages of the Organization (Arabic, Chinese, Russian, Spanish).

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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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 and 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.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Client Orientation: Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Technological Awareness: Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Conditions of Employment

Please note that this is a locally-recruited position and restricted to Canadian Citizens, Permanent Residents of Canada and applicants with a work permit.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of One (1) year (first year is probationary for an external candidate).

ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station.

ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. In this connection, ICAO has incorporated the 2013 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions.

ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC),

The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered.

Remuneration: Level Net Base Salary

per annum

G-6

CAD 47,249

How To Apply

Interested candidates must complete an on-line application form. To apply, please visit ICAO's e-Recruitment website at: https://inspira.icao.int/careers.

Notice to Candidates

ICAO does NOT charge any fees or request money from candidates at any stage of the selection process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.