The salary range for this position is $70,000 to $80,000
ORGANIZATION OVERVIEW
As a strategic partner of the United Nations, the United Nations Foundation brings together fresh thinking and diverse voices around innovative ideas to drive progress and tackle problems. Sometimes we work behind-the-scenes, shaping negotiations and connecting experts, advocates and decision-makers. Other times we drive public awareness and involvement through communications, campaigns, and convenings. Over the years we’ve developed a diverse and dynamic portfolio of capabilities, tools, and platforms to help the UN build a better world for everyone, everywhere.
JOB SUMMARY
The Manager is responsible for ensuring smooth daily operations by managing the administrative procedures, managing resources, relationship management of vendors, and implementing office policies. This position will monitor workplace activities to promote and ensure employee compliance with applicable safety regulations and governance.
The Manager’s efforts are to align with the Foundation’s strategic goals and to foster a work environment that supports growth and innovation.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Manage all facets of facilities and office management and office services with oversight from the Senior Director, including management of reception/check-in area
- Conducts employee training on applicable safety standards
- Reviews safety training and provides recommendations on revisions, improvements, and updates
- Draft and implement internal safety standards and policies with guidance from the Senior Director
- Serves as back up to monitor and coordinate risk management activities
- Manage accidents/incidents reported by employees and visitors to the office(s)
- Ensure timely OSHA reporting includes incident reporting and annual posts with oversight from the Senior Director and in partnership with members of People & Culture, as needed
- Manage all vendor payments and contracts, liaise between respective vendors and conduct reconciliations
- Conduct monthly, quarterly and annual reporting for compliance reporting, office efficiency and resource utilization
- Meet with contractors, architects, engineers, and other professionals to discuss project details and timelines, keeping Senior Director up to date on all projects current and upcoming
- Manage facility operations including purchasing supplies and monitoring repairs and maintenance
- Maintain building safety by inspecting facilities for hazards such as fire hazards or structural damage and timely reporting of findings to Senior Director
- Support Senior Director in maintaining office maps and ensuring assignment of office space for new staff to include interns
- Manage office moves with guidance of Senior Director and coordinate all aspects of office moves including related procurements and disposition of furniture and equipment
- Manage conference and meeting center space to include purchases, ensuring proper scheduling and related logistics to include but not limited to set up, break down, catering, and participation
- May represent the Foundation at meetings and events as directed
- Manage external request/reservations for internal space usage and provide on-site execution
- Develop, conduct research, and provide recommendations on emergency response plans
- Support Senior Director, Workplace Environment & Experience with budget management for team as directed
- Serve as primary facilitator for office / building tours for New Hires
- Manage the set up and decommission of workspaces and security hardware for all New Hires and Termed staff
- Coordinate and manage staff events as needed for the DC and NY office
- Inventory and replenish office supplies in copy rooms and pantries weekly
- Manage maintenance of furniture and office equipment inventory
- Manage building security key card system including ordering new cards, replacing defunct/broken cards, and activating and deactivating cards
- Serve as liaison with building security desk for incoming guests and vendors, as needed
- Management of mail processes and system
- Manage inventory and placement of new UNF branded stationery orders, including staff business cards
- Other duties as assigned
SUPERVISORY RESPONSIBILITIES
The Manager, Workplace Environment & Experience, is not a supervisory role.
EDUCATION/CERTIFICATION and/or EXPERIENCE
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
- Bachelor’s degree in business administration, Health and Safety or related field and/or 5-7 years of experience in an office management role
- Experience in nonprofit and facilities – focused operations is preferred.
SKILLS AND COMPETENCIES
- Extensive knowledge of safety policies and applicable Occupational Safety and Health Administration (OSHA) standards
- Excellent written and verbal communication skills
- Strong supervisory leadership skills
- Proficient with Microsoft Office Suite, CM systems and/or related software: Concur, AlertMedia, Kastle Systems, Envoy, Prism, SalesForce preferred
- Strong ability to prioritize tasks and manage multiple projects
- Effectively liaise between teams, management, and vendors
- Service-oriented, discreet, comfortable balancing strategic and hands-on tasks flexibly
WORK ENVIRONMENT
The essential functions of this role will generally be performed in a typical professional office environment with routine use of standard office equipment. Employees are expected to work on-site in accordance with UNF’s hybrid work policy, which currently requires regular in-office presence.
Physical Requirements:
- Must be able to lift up to 35 lbs. at times
LOCATION
While the United Nations Foundation headquarters is located in Washington, DC, you are on a hybrid work schedule. You are expected to commute to the office three (3) days per week, and you may work from home two (2) days per week.
DISABILITY SPECIFICATIONS
The United Nations Foundation will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.
REQUIRED APPLICATION MATERIALS
To be considered for this position, please upload both a resume and cover letter. Applications that do not include both documents will be considered incomplete and will not be reviewed.
BENEFITS AND COMPENSATION
For full-time, U.S. benefit eligible employees, UNF offers an excellent range of benefits, including:
- a choice between two health plans through UnitedHealthcare (PPO or HDHP with HSA)
- dental insurance
- vision insurance
- flexible spending accounts
- 403b retirement savings plan with a generous matching contribution
- group term and supplemental life insurance
- short-term disability
- long-term disability
- back-up care
- employee assistance program
Additionally, all benefit eligible employees have 12 paid holidays, 20 vacation days, 10 sick days, 3 personal days, and 8 weeks of family leave care.
The United Nations Foundation is an Equal Opportunity/Affirmative Action Employer.
