Building Services Associate

August 16, 2026

E (most hardship)

Non Family with Residential LocationDanger Pay

Nairobi (CO), Kenya

GS6

General Service

Reason

Regular > Regular Assignment

2026-08-09

Building Services Associate

Organizational Setting and Work Relationships
The incumbent of the position deals with internal customers at HQ, Bureau or in field locations. The Building Services Associate is normally supervised by the Senior Building Services Associate or Admin Officer who defines general work objectives and provides necessary advice and guidance. The Building Services Associate coordinates the Building Management Unit activities in order to provide smooth delivery of services to internal customers in an efficient, cost effective, service oriented and timely manner.

The Building Services Associate has, in addition, regular work relationships with third party service providers. S/he provides assistance, advice and guidance to the Building Management team and provides support on routine and non-routine issues. When needed, the Building Services Associate proposes to management continuous improvement initiatives to improve efficiencies and effectiveness of the Team.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.

Duties
- Oversee all service requests for the unit, distributing the work between supervisees in coordination with the supervisor.
- Monitor regularly that all contracted service providers comply with the established terms of reference, and recommend corrective actions to ensure full client satisfaction.
- Support the supervisor in managing the purchasing of a large range of items and services required for the maintenance of the buildings.
- Prepare and support the organisation of all events and receptions at the headquarters premises, liaising with the requesting units to ensure all needs are looked after.
- Be in charge of management, maintenance and control of official vehicles.
- Supervise and direct the team of UNHCR and outsourced staff in the area of building management, mail and stationary and warehouse management; organize on a regular basis their work plans and request additional temporary resources when needed.
- Handle transportation to and from a number of different locations to support any need of the organization.
- When required support to daily operation of the warehouse (receive equipment, material, catalogues in the warehouse and verify against the purchase order, for damage/loss and proper record in UNHCR ERP system MSRP; confirm arrival of equipment to all parties concerned; ensure proper storage of materials; prepare standard packing for shipments; inform field offices of shipment details and provide scanned copies of shipping documents; prepare insurance documents in case of loss or short landing; prepare forms for obsolete/broken equipment of which the section is the custodian; issue packing lists, prepare shipments, make bookings, and inform weight and volume and specific routing information; check invoices and waybills and settle invoices; undertake physical inventory of the warehouse for all PPEs and STIs).
- When required, prepare requisitions, ensure that purchase orders are issued and create receipts when goods and services are delivered.
- When required, support the work of the Mail and Stationary Unit.
- Determine planning and delivery schedules to meet demand in the timeliest manner.
- Oversee the performance of service providers.
- Verify invoices for accuracy.
- Issue requisitions and perform receipt in UNHCR ERP system MSRP.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level
For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
Not specified

Certificates and/or Licenses
Driving License*
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Experience in support services with exposure to building maintenance, financial management, logistics and procurement. Familiarity with ERP system supply chain and financials.
Experience in supervision and management of staff.

Desirable
Knowledge of United Nations administrative, human resources and financial rules and procedures.
Knowledge of Microsoft Office.
Knowledge of local area building management¿s vendors and service providers highly desirable.
Experience in liaison with a wide range of suppliers of goods and services.

Functional Skills
FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other)
SC-PeopleSoft Supply Chain Management
IT-Computer Literacy
SC-UN/UNHCR Procurement Rules and Procedures
(Functional Skills marked with an asterisk* are essential)

Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Nature of the Position
The incumbent reports to the Admin Officer at the Country Office and supports the management of UNHCR Guesthouses in both Port Sudan and Khartoum, while also providing broader administrative support to the Country Office. The position is currently based in Port Sudan, with the possibility of relocation to Khartoum in line with the phased return of Country Office functions from Port Sudan to Khartoum.

Given that Port Sudan remains the primary entry point for international arrivals to Sudan, there is a continuing need to maintain safe, secure, efficient, and well-managed accommodation facilities that provide a conducive living environment for UN personnel. The incumbent will be responsible for the day-to-day management of the Guesthouses, ensuring high-quality service delivery, compliance with UNHCR accommodation standards, and effective guest relations. The role also requires managing occupants from other UN agencies under cost-sharing arrangements and coordinating with multiple stakeholders to ensure smooth operations.

In view of the phased relocation of the Country Office and the lean administrative presence maintained in Port Sudan, the incumbent is expected to be a versatile and self-driven professional capable of independently managing both Guesthouse operations and a wide range of administrative functions with minimal supervision.

Desired Candidate Profile
The ideal candidate should be a well-rounded administrative professional with solid experience in guesthouse management and general administrative support services. The incumbent should be capable of managing day-to-day accommodation and office administration functions independently while maintaining a high level of customer service and operational efficiency.

The candidate should demonstrate:

• Experience in managing UNHCR guesthouses, accommodation facilities, and office premises.
• Knowledge of UNHCR accommodation standards and minimum living and working conditions.
• Experience using the UN Booking Hub for accommodation management, reservations, and invoice generation.
• Good guest relations, customer service, and communication skills.
• Experience in coordinating maintenance activities and liaising with suppliers, landlords, contractors, and service providers.
• Experience in asset inventory management and familiarity with UNIFIER or similar asset management systems.
• Experience supporting administrative procurement processes, including preparation of specifications, evaluations, and contract follow-up.
• Experience supervising support personnel, including drivers, cleaners, and outsourced service providers.
• Experience in travel administration, office support services, petty cash management, and routine administrative functions.
• Familiarity with UNHCR corporate systems, including CERP, for raising requisitions, processing receipts, and supporting financial and administrative transactions.
• Strong organizational and planning skills with the ability to manage multiple priorities and meet deadlines.
• Ability to work effectively with minimal supervision in a demanding operational environment.
• Good knowledge of UNHCR administrative, procurement, and financial procedures.

Desirable Attributes
• Previous experience in a UNHCR guesthouse, accommodation, or building management function.
• Experience managing administrative tasks in emergencies, hardship, or field operations.
• Knowledge of local markets and service providers in Sudan.
• Ability to build positive working relationships with guests, colleagues, and external stakeholders

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Operational context

Occupational Safety and Health Considerations:

Nature of Position:

Living and Working Conditions:

Additional Qualifications

Skills

FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other), IT-Computer Literacy, SC-PeopleSoft Supply Chain Management, SC-UN/UNHCR Procurement Rules and Procedures

Certifications

Driving License - Other

Competencies

Accountability, Analytical thinking, Change capability & adaptability, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing resource, Organizational awareness, Planning & organizing, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

Female candidates are encouraged to apply.

This position doesn't require a functional clearance