Facilities & Logistics Consultant, Bonn

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 (FAS) unit delivers cost-effective, client-centered services to enable the organization to function at the highest standards globally. FAS oversees a robust portfolio of renovation and relocation projects, ensures reliable building maintenance, and provides seamless conference services. Beyond infrastructure, the unit manages UN Women’s records management, asset and lease portfolio, safeguarding resources and optimizing space utilization. By setting global standards, offering strategic oversight, and equipping offices with essential tools, guidance, and operational frameworks, FAS enables safe, efficient, and consistent operations across all locations.

Under the supervision of the Administrative and Facilities Specialist, the Facilities and Logistics Consultant (Consultant), ensures the seamless execution of complex global projects. The Consultant is responsible for understanding UN Women’s rules, regulations, and procurement policies. The consultant must have budget management know-how and recommend courses of action in relation to project and policy management.

Description of Responsibilities /Scope of Work

Over the course of a project, the Consultant will communicate with personnel, make decisions, and monitor the progress of the project to keep it on schedule.

Key responsibilities for a Facilities and Logistics Consultant include:

A. Logistics Support

• Independently monitor, coordinate, and oversee office furniture delivery and installation, in accordance with the procurement contract specifications.
• Ensure timely execution, and compliance with UN Women operational requirements.
• Monitor the implementation of projections, maintain organized project management records, and provide regular progress updates and reports to FAS Team.
• Proactively identify, flag, and support resolution of delays, risks, or issues affecting timelines, delivery of goods, or service performance.
• Certify receipt of goods and services

  B. Administrative Support

  • Manage daily facilities- related operations and coordinate with UN Bonn Common Services Unit and/or external providers for maintenance, repair, and operational support.
  • Maintain list of maintenance contracts with local vendors providing Facilities related services and schedule any necessary maintenance/repair visits.
  • Verification of payments related to MOU/SLA.
  • Coordinate workspace allocation and logistics, ensuring efficient use of office space, furniture, and supplies.
  • Facilitate compound access and campus compliance, including the issuance of Ground Passes and coordination with UNDSS and the UN Bonn Security and Control Centre for security clearances and briefings.
  • Maintain an updated inventory of office assets and supplies and ensure accurate records are kept in asset management systems. Act as focal point for managing the fire drill and floor warden focal points list and share information accordingly when received from building/landlord.
  • Maintain the personnel contact list in the EverBridge security communications application.
  • Coordinate mail, messenger, and international shipment of official documents and equipment.
  • Maintain an updated register of office capital and non-capital assets and supplies and ensure accurate records are kept in Fixed Assets module in Quantum ERP system acting as local Asset Focal Point. Coordinate capital and non-capital assets physical receiving, tagging and assignment to custodians and provide required information to HQ Asset Associate. Assist with the Annual Global Asset Physical Verification.
  • Serve as focal point on behalf of Global HQ Pivot teams to the Common Services Unit in UN Bonn Campus.

    C. Protocol Support

    • Assist UNV with protocol and HR coordination support, liaising with the German authorities, UN Bonn Administration, and UN Women HR Services on accreditation, visa and residence procedures, onboarding of staff and consultants, and maintenance of personnel records and contact lists.
    • Provide location-specific onboarding for new personnel and visitors, including orientation on local administrative procedures, facility use, ICT access, and communications protocols.
    • Ensure office readiness for arriving staff by aligning workspace and logistical arrangements with HR relocation timelines and operational needs.
    • Facilitate and manage “meet-and-greet” reception for new arrivals and ensure workspace readiness, ICT setup, and access to office systems.

      Consultant’s Workplace and Official Travel

      This is an office-based consultancy.

      No official travel

      Competencies :

      Core Values:

      • Integrity;
      • Professionalism;
      • Respect for Diversity.

        Core Competencies:

        • Awareness and Sensitivity Regarding Gender Issues;
        • Accountability;
        • Creative Problem Solving;
        • Effective Communication;
        • Inclusive Collaboration;
        • Stakeholder Engagement;
        • Leading by Example.

          Please visit this link for more information on UN Women’s Values and Competencies Framework:

          Functional Competencies:

          • Advanced ability to administer and execute administrative processes and transactions
          • Deliver high quality reporting to internal and external clients and stakeholders
          • Strong organizational skills with ability to prioritize and manage multiple tasks simultaneously
          • Ability to establish and sustain effective relationships with colleagues and stakeholders
          • Responsiveness to client needs with focus on measurable outcomes
          • Strong IT and web-based skills to support digital transformation
          • Effective decision making when presented with multiple options for how to progress with the project.
          • Excellent analytical skills with a strong drive for results and capacity to work independently.
          • Ensure timely execution, and compliance with UN Women operational requirements.[FV1]

            Required Qualifications :

            Education and Certification:

            • Completion of secondary education is required.
            • Bachelor's degree in Administration, Commerce or Equivalent is an asset.

              Experience:

              • At least 7 years of work experience in project management logistics and administration.
              • Experience in usage of ERP systems, office software and cloud packages (SharePoint MS, Excel, PowerPoint etc.) is required.

                Languages:

                • Fluency in English and German is required.
                • Knowledge of any other UN official language is an asset.

                  Statements :

                  In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.

                  Diversity and inclusion:

                  At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

                  If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

                  UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)

                  Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process.