Overview
The Space Planner & Contracts Analyst provides leadership and supervision in specialized space planning at Headquarters and Field Offices, supporting facilities sponsored contracts and administering efficient office space.
Key Responsibilities
- Support all Facilities sponsored contracts (lease, cleaning, furniture, equipment, etc) related to the New York HQ Office
- Administer efficient office space at Headquarters and Field offices
- Provide guidance and support to Field Offices
- Coordinate in interagency groups and meetings related to facilities management and common premises as needed
- Provision of guidance and oversight for the management of Headquarter building facilities and contribute to the development of Facilities Policy and Procedures
- Support the delivery of facilities management applications (i.e. Booking System, Locker reservation, Access control, Window control, etc) at HQ and Field Offices
- Plan, coordinate, develop and implement capital investment improvements to the HQ premises
- Contribute to draft proposals for construction and alterations work, including outline drawings, technical specifications, bills of quantities and cost estimates and clear all through Building Management and City Regulatory Authorities
- Assist the regular budgetary considerations through advice on facilities initiatives
- Assist in office equipment deliveries and set-up at Headquarters
- Contribute to the ongoing positive relationships with the Building Landlord and maintain a proactive approach regarding the provision of services as regulated under the leasing agreement
- Prepare briefs (Headquarters and Field) on the application of facilities policy and procedures
- In coordination with the Chief, Facilities Management identify shortcomings and opportunities for improvement of facilities policies and procedures
- Provision of guidance for space planning in Field Office locations
- Prepare briefs Field Office requests for relocation and/or alterations/renovation works and determine the veracity of proposals vis-à-vis UNFPA’s interests
- In coordination with the Chief, Facilities Management guides the implementation of agreed changes/alterations to Field Offices ensuring economies of scale, fit for purpose, cost effectiveness, etc are principles applied in the best interest of UNFPA
- Contribute to proposals for construction and alterations work, including construction drawings, technical specifications, bills of quantities and cost estimates
- Assist Field Offices on UNFPA/UNDG/ norms & standards and their application, with a consideration for space efficiencies and flexible work arrangements
- Undertake field missions to evaluate technical proposals for premises
- Liaise with consultants, internal UNFPA ‘clients’, UNFPA Security Coordinator, other UN professionals and UN sister agencies as needed
- Assist the regular budgetary considerations through advice on facilities initiatives
- Contracts Management
- Contribute to the establishment and maintenance of a contracts register for HQ and Field Offices (leasing, cleaning services, maintenance, office equipment, booking apps, warranties, etc)
- In coordination with the Chief, Facilities Management review all contracts associated with the management, lease, alteration and maintenance of premises occupied by UNFPA at HQ & Field locations
- Contribute to technical reviews of offers submitted for the execution of works and make recommendations
- Accompany HQ contractors to job locations, clarify drawings and specifications after contract has been awarded to a successful contractor
- In coordination with the Chief, Facilities Management coordinates with contractors performing construction, equipment maintenance/servicing and alteration work to ensure that quality of services performed by the contractors is in accordance with set terms and conditions, codes and standards, health and safety regulations and objectives, etc
- In coordination with the Chief, Facilities Management contributes to the final inspection, supervise the commissioning of the work, claim operation manuals and shop drawings for files, and inform supervisor of completion of work
- Assist Field staff in their interpretation and application of facilities contracts
- Investigate the market and look for opportunities to advance the Organisations interests
- Contribute to annual reports for Senior Management on the status of key facilities contracts pertaining to the delivery of premises for UNFPA’s occupancy
- Represent UNFPA in Interagency Meetings and working groups on Facilities Management
- In the absence of the Chief, Facilities Services Section, assist the UNFPA Principal in ensuring that UNFPA’s interests are fairly represented in TTCP decisions and that they are in line with UN reform policy
- Contribute to discussions on UN Reform issues related to common premises
- Contribute to the Inter Agency Network on Facilities Management (INFM)
- Other duties
- Serve as acting or replacement Chief of Section as required
- Perform any other activity as required in order to assure the success of the work team in support of the UNFPA mandate and strategy
Required Experience
- A minimum of 2 years of relevant and increasingly responsible professional experience in facilities management (space planning, office renovation, facilities contract management) at the national and international level.
- UN common system experience, especially field experience, is highly desirable.
Qualifications
• Advanced University Degree in Architecture, Civil Engineering, related discipline or any other relevant discipline.
