Facilities Management Assistant

Immediate long term contract opportunity for Facilities Management Assistant with direct client in New York, NY.

Description:

This position is located in the Special Events Unit (SEU).

The said department was established to provide operational advisory services to operating entities across the organization, including other departments, offices away from headquarters, field missions, and regional commissions. The department operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the organization's headquarters in New York. The department also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, gift shop and the organization's Postal Administration.

The Special Events Unit provides services for events, conferences, exhibits, and concerts taking place at the headquarters which require interdepartmental coordination or services outside of those normally provided by existing support staff.

Responsibilities: Under the supervision of the Special Events Officer, the consultant is responsible for the following:
• Participates in the preparation of reports on special events: collects and compiles information, checks statistical data for accuracy, makes simple cost calculations, translates statistical data into reports.
• Participates in budget projections.
• Follows-up on sales and service orders pending approval, settlement and/or reconciliation.
• Secures signatures of authorized personnel for approval of special events, sales and service orders, invoices.
• Creates, maintains and monitors special events electronic files for work.
• Creates sales and service orders and assists with cost recovery as required.
• Takes dictation and types requests for supplies and contractual services and special events’ correspondence.
• Maintains and files records on personnel matters.
• Controls stock of office supplies of the section.
• Assists in coordination of special events on site.
• Performs other duties as required

Competencies:

• Professionalism – Knowledge of the Organization’s rules and regulations as they pertain to cost recovery and accounting principles. 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; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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 audience; demonstrates openness in sharing information and keeping people informed.

• Planning & 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.

Qualifications:

Education:
• High school diploma or equivalent.

Experience:
• A minimum of 3 years of experience in facilities management, accounting, bookkeeping, finance, administrative services or related area is required.

Language:
• English and French are the working languages of the organization.
For the post advertised, fluency in oral and written English is required. Knowledge of another official language is an advantage.

Other:
• Experience in coordinating or planning events is desirable.
• Experience with Enterprise Resource Planning (ERP) such as SAP in Service Delivery module or similar software system is desirable.

TRIGYN IS AN EQUAL OPPORTUNITY EMPLOYER

About Trigyn: Trigyn is an IT Services Company that has been in business for 30 years with more than 1,500 resources deployed today. Trigyn is ISO 9001:2015, ISO 27001:2013 (ISMS) and CMMI Level 5 Certified. Trigyn is an E-Verify® Employer.