Facility Analyst

BACKGROUND The Green One United Nations House (GOUNH) in Hanoi is housing 15 United Nations agencies, with 385 UN staff, and is managed by the Common Service Unit (CSU), which is a customer-centric and cost-effective UN common back office, delivering services in the areas of ICT, Building and Facilities Management, Green One UN House Security and General Administrative Services through a one-stop shop system. Under the guidance and supervision of the Common Services Unit Manager (CSM), the Facility Analyst is responsible for the GOUNH Facility Management operation and maintenance Services, Maintenance of Green Building aspects including safety and security, provide operational/financial support and contribute to the advancement of a common business operations efficiency agenda. The Facility Analyst (GOUNH Facility Manager) is a member of the GOUNH CSU management team and will work in close collaboration with the One UN ITC Manager and the GOUNH Common Services Associate. In addition, he/she will supervise a team of 2 United Nations staff and oversee the services provided by 50+ outsourced personnel. In this position he/she shall ensures execution transparent and efficient provision of services, maintain and improve the service provision structure, undertakes continuous capacity building of staff and promotes a client-focused and results-oriented approach areas under his/her responsibility. DUTIES AND RESPONSIBILITIES Summary of Key Functions:

Facility Management and building maintenance
Maintenance of Green Building efficiency agenda
Management of Security Service
Common Premises budget and operational support
Support advancement of a common business operations efficiency agenda

Facility Management and Mainternance management

Ensures provision of high-quality input and advise on technical issues regarding building management, renovation/refurbish and maintenance;
Compliance with United Nations rules, regulations, policies and strategies related to common premises management. Compliance of refurbishment or construction works in accordance with the necessary technical specifications, building codes and regulations.
Revise internal operating procedures for premises and services management, preventive maintenance works, site development and construction, out-sourcing and contracting, and cost-saving and reduction strategies.
Identifies opportunities for innovation and cost reduction initiatives that would bring savings and improve common premises management and services and develop options for revision and implementation of practices and procedures.
Responsible for the day to day operation and maintenance of the building facilities per prescribed technical standard through advanced technical systems including BMS, HVAC, solar panels and security systems, including (i) preventative maintenance and life-cycle requirements to ensure continuity of operations and minimum expenditure on asset replacement and (ii) repair in accordance with manufacturer and installer guidelines;
Supervise Facility Management team and other support staff under the incumbent’s management including but not limited to cleaning service, gardening service, pest control, waste disposal and outsourced maintenance service (electrical, mechanical, HVAC, power generation).
Support revision of Service Level Agreements (SLAs) of the services under her/his responsibility, improve the Standard Operating Procedures (SOPs) detailing how the service levels will be implemented, and communicate to all stakeholders.
Perform functions of Project Manager in Atlas management system, having the primary responsibility for managing resources being spent. Approve e-procurement requisitions for purchase order (PO) transactions, requests for non-PO payments for non-PO transactions, and requests for prepayments.

Maintenance of Green Building efficiency agenda

Ensure that the Environmental Management System (EMS) is established, updated, maintained, meets all requirement of the ISO 14001 and is periodically improved.
Ensure implementation in the GOUNH of local and corporate UN Green Premises standards and specifications. Compliance with government rules and regulations, especially towards safety and environmental certifications such as ISO 14001 and the Vietnamese Green Building Council’s Lotus rating tools;
Maintain the Green Building - Platinum LOTUS status with focus on sustainable procurement and operations, including monitor and record all necessary operation parameters connected with a) Efficiency Resource use (energy saving, water waste management and materials with LEE), b) Environmental friendly actions (waste reduction, recycling of materials and climate change adaptation) and occupant wellness (indoor air quality, lightening and internal comfort).
Analyzing the data and implement best practice to increase efficiency while maintaining the comfort, health and safety environment for GOUNH occupants including monitoring HVAC and Air Quality Index.
Manage and monitor GOUNH green efficiency projects including solar energy generation, wastewater treatment, compost, Led Light projects,
Keep close contract with VGBC to monitor Vietnam green market trends, knowledge sharing and updates on green building initiatives and tendencies.
Provide training and knowledge sharing to visitors and staff on the GOUNH green features

Management of security services

Provides overall day-to-day management of UN House premises and services for a functional, safe and hygienic work environment to ensure non-interruptible working condition for all personnel located in UN House
Ensure compliance with national and international standards of health and safety codes and UNDSS orientation and guidance with special attention to the Facility Safety and Security measures and the Security Management Operational Manual (SMOM) Guidelines for Security Management of United Nations Common Premises.
Work closely with DSS and CSM to ensure that the GOUNH Security and safety systems are implemented including fire evacuation and drills and security guard services.

Common Premises budget and operational support

Prepares the Facility Management annual budget and submit for CSM approval, implements the approved workplans, monitors and reports on progress.
Prepares ToR for common-premises related services or contract extension, based on the approved work plan and budget, obtain quotes and tenders from suppliers and certify payment and invoicing.
Ensures the smooth and efficient delivery of common premises contracts, monitors performance of premises outsourced services, provide guidance and supervise the services to ensure they are in line with signed contract. Manages contractor and vendor relationships.
Provides support on asset management of equipment’s and furniture’s including periodic inventory and recommendation on replacement/disposal of common premises equipment, furniture’s and supplies.

Contribution to the advancement UN reform agenda

Support CSM in the continuous improvement of business processes to enhance efficiency and effectiveness
Support common premises knowledge building and knowledge sharing including dissemination GOUNH Common Premises Best Practices in the country and within the region.
Prepare technical brief notes, analyses and reports on common premises.
Perform other related activities as required.

COMPETENCIES

*Core*
Innovation Ability to make new and useful ideas work	Level 4: Adapt with complex concepts and challenges convention purposefully
Leadership Ability to persuade others to follow	Level 4: Generates commitment, excitement and excellence in others
People Management Ability to improve performance and satisfaction	Level 4: Models independent thinking and action
Communication Ability to listen, adapt, persuade and transform	Level 4: Synthesizes information to communicate independent analysis
Delivery Ability to get things done while exercising good judgement	Level 4: Meets goals and quality criteria for delivery of products or services
*Technical/Functional*
Partnerships Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships	Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Technical Advisory Capacity to assess scope of request for advisory services, prepare detailed TORs, brief and manage a variety of technical consultants; assess quality of services provided by technical consultants and take remedial measures as appropriate	Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Change management Ability to apply a systematic approach to adapt, control and effect change	Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Complex adaptive system Knowledge of complex adaptive systems and the ability to apply to strategic and/or practical situations	Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Service delivery coordination Ability to coordinate and deliver services in line with service level agreements and standards of excellence in UNDP	Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Result-based management Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results	Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

REQUIRED SKILLS AND EXPERIENCE

Education:

Completed Bachelors’ degree in Engineering, Business Administration, Hotel Management, Facility Management or equivalent.
Advanced Degree (Master) in the related area would be an advantage.

Experience:

Minimum of 04 years’ experience in managing building facilities or advisory services in a client-oriented industry working with international clients is required.

3 years’ experience in maintaining Green Building Certification such as environmental management system - ISO 14001 or Platinum LOTUS programme and/or building sustainable cost efficiency initiative.
Technical experience in handling of management systems including Service Management Systems, Building Management Systems (such as Honeywell), or ERM.

Language Requirements:

Verbal and written fluency in English and Vietnamese is required.

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