Workspace Planning Assistant

Introduction

The position is located in the Facilities Management Unit (FACILITIES) within the Internal Services and Administration Department (INTSERV). INTSERV is responsible for the general management of facilities, property and inventory; safety and security; printing, publishing and distribution; diplomatic privileges; travel and transport; use of public spaces; and general internal services. FACILITIES is responsible for overseeing the construction, acquisition, deployment and maintenance of all ILO buildings and offices, and provides and manages effectively all the required goods and services internally in this regard.
The incumbent will assist the Senior Property Officer with the organization, assignment and layout of headquarters workspaces, in accordance with the established workspace allocation policies and guidelines. The incumbent will be responsible for allocating space from the services level to the zoning of individual workstations, and for administering the ILO workspace management system. 
The incumbent will report to the Senior Property Officer.

Specific Duties

1.    Administer the ILO workspace management system and ensure that the information contained in the database is accurate and up to date.
2.    Produce and analyse occupancy and vacancy rates of workspaces at headquarters. Propose solutions to optimize workspace, in the form of plans, sketches or any other visualization tool.
3.    Help management identify workspace-related problems, trends or future needs. Prepare models to facilitate the creation of collaborative workspaces.
4.    Manage workspace allocation requests. Plan the layout of workstations, including furniture, equipment and any related services.
5.    Make the necessary logistical arrangements to ensure that removals and maintenance are carried out smoothly. Assign and follow up on maintenance tasks, as required.
6.    Contribute to the preparation of workspace organization and layout guidelines and procedures.
7.    In cooperation with the workplace management system administrator and other relevant colleagues, update the architectural building and floor plans, and provide any other input necessary to ensure proper space management and signage.
8.    Manage business relationships with furniture suppliers and architectural consultants.
9.    In collaboration with the Document and Publications Production, Printing and Distribution Branch (PRODOC) and the Publications Branch of the Department of Communication and Public Information (DCOMM), contribute to the design and coordinate the positioning of building signage.
10.    During the International Labour Conference, arrange and coordinate amenities at the ILO and the Palais des Nations, and removals between the ILO and the United Nations.
11.    Ensure coordination with the relevant departments regarding any new lease proposal affecting all ILO premises worldwide. 
12.    Perform any other related duties and participate in any special projects that may be assigned.

Required qualifications

Education

Secondary school education. Vocational training in facilities management, architecture, property and property management, general services or a related field.
 

Experience

Six years of demonstrated experience in the field of building or premises management.

Languages

Excellent command of French. Working knowledge of another official ILO language (English or Spanish).

Competencies

In addition to the ILO core competencies, this position requires:

Technical competencies

Advanced knowledge of building plan management software, such as AutoCAD. Knowledge of space and building plan management. Good drafting and communication skills. Basic knowledge of information technology and interest in specializing in information management software and operational and administrative processes. Ability to use Word, spreadsheets, Microsoft Teams, databases and other software and support systems in workspace management. Ability to organize and set up logistics for major conferences. Ability to coordinate external logistics teams. Excellent organizational skills. Good analytical skills with high attention to detail and accuracy. Ability to support multiple projects and to deal with changing priorities in an environment with strict deadlines. Shows initiative. Ability to carry out assignments in accordance with instructions and guidelines. Strong diplomatic skills and effective client-oriented behaviour. Ability to work cooperatively with and to communicate technically complex information in a clear manner to different stakeholders. Ability to answer queries from users, resolve technical issues and liaise with suppliers. Ability to provide user support and to produce reports and documentation. 

Behavioural competencies

Ability to work in a multicultural environment and to demonstrate gender-sensitive and non discriminatory behaviour and attitudes.