Space Planner & Contracts Analyst

Job Posting Organization:
The United Nations Population Fund (UNFPA) is the lead United Nations agency focused on delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. Established in 1969, UNFPA operates in over 150 countries and has a workforce of approximately 4,000 employees. The organization is dedicated to promoting reproductive health, gender equality, and sustainable development, aligning its mission with the Sustainable Development Goals (SDGs) set by the United Nations. UNFPA's strategic plan for 2026-2029 outlines its commitment to addressing complex global challenges and enhancing resilience and renewal in the face of demographic changes and human rights issues.

Job Overview:
The Space Planner & Contracts Analyst position is situated within the Facilities and Administrative Services Branch (FASB) of the Division for Management Services (DMS) at UNFPA. This role is pivotal in providing leadership and supervision in specialized space planning for both Headquarters and Field Offices. The incumbent will report directly to the Chief of the Facilities Management Section and will oversee two General Service staff. The position requires maintaining professional contacts with UNFPA Headquarters staff, sister agencies, and field-based colleagues. The incumbent will support the Chief of Facilities Management by providing analyses, clarifications, and information while maintaining regular communication with staff both within and outside the organization. The role is essential for ensuring that facilities management aligns with UNFPA's mission and strategic objectives, particularly in enhancing operational efficiency and effectiveness in managing office spaces and contracts.

Duties and Responsibilities:

• Provide guidance and oversight for the management of Headquarters building facilities, contributing to the development of Facilities Policy and Procedures. Support the delivery of facilities management applications at HQ and Field Offices. Plan, coordinate, develop, and implement capital investment improvements to the HQ premises. Draft proposals for construction and alterations work, including outline drawings, technical specifications, bills of quantities, and cost estimates, ensuring compliance with Building Management and City Regulatory Authorities. Assist in budgetary considerations related to facilities initiatives. Manage office equipment deliveries and set-up at Headquarters. Maintain positive relationships with the Building Landlord and ensure services are provided as per the leasing agreement. Prepare briefs on facilities policy and procedures for both Headquarters and Field Offices. Identify opportunities for improvement in facilities policies and procedures in coordination with the Chief of Facilities Management.
• Provide guidance for space planning in Field Office locations, preparing briefs for relocation and alterations/renovation works, ensuring proposals align with UNFPA’s interests. Guide the implementation of changes to Field Offices, focusing on cost-effectiveness and efficiency. Contribute to proposals for construction and alterations work, including technical specifications and cost estimates. Assist Field Offices in applying UNFPA/UNDG norms and standards, considering space efficiencies and flexible work arrangements. Conduct field missions to evaluate technical proposals for premises. Liaise with consultants, internal UNFPA clients, UNFPA security" style="border-bottom: 1px dotted #007bff !important;">Security Coordinator, and other UN professionals as needed.
• Manage contracts by establishing and maintaining a contracts register for HQ and Field Offices, reviewing all contracts related to management, lease, alteration, and maintenance of premises. Contribute to technical reviews of offers for execution of works and make recommendations. Accompany contractors to job locations to clarify drawings and specifications post-award. Ensure quality of services performed by contractors aligns with set terms, conditions, codes, and health and safety regulations. Contribute to final inspections and supervise commissioning of work, ensuring all documentation is completed. Assist Field staff in interpreting and applying facilities contracts. Investigate market opportunities to advance the organization's interests. Contribute to annual reports for Senior Management on key facilities contracts.
• Represent UNFPA in interagency meetings and working groups on Facilities Management, ensuring UNFPA’s interests are represented in decisions and discussions related to UN Reform issues.
• Serve as acting or replacement Chief of Section as required and perform any other activities necessary to support the success of the work team in alignment with UNFPA's mandate and strategy.

Required Qualifications:
Candidates must possess an Advanced University Degree in Architecture, Civil Engineering, or a related discipline. A minimum of 2 years of relevant and increasingly responsible professional experience in facilities management, including space planning, office renovation, and facilities contract management, is required. Experience within the UN common system, particularly field experience, is highly desirable. Proficiency in AutoCAD is considered an asset. Candidates should exemplify integrity, demonstrate commitment to UNFPA and the UN system, embrace cultural diversity, and adapt to change. Core competencies include achieving results, accountability, professional expertise, analytical and strategic thinking, teamwork, and effective communication.

Educational Background:
The position requires an Advanced University Degree in Architecture, Civil Engineering, or a related discipline. This educational background is essential for understanding the complexities of facilities management, space planning, and contract administration within the context of UNFPA's operational framework.

Experience:
The ideal candidate should have at least 2 years of relevant professional experience in facilities management, with a focus on space planning, office renovation, and contract management. Experience within the UN system, especially in field operations, is highly desirable, as it provides insight into the unique challenges and requirements of managing facilities in diverse environments. Familiarity with AutoCAD is a plus, as it aids in the technical aspects of space planning and design.

Languages:
Fluency in written and spoken English is mandatory for this position. Knowledge of another official UN language is considered an asset, enhancing communication and collaboration within the international context of UNFPA's operations.

Additional Notes:
This position offers an attractive remuneration package, including a competitive net salary, health insurance, and other applicable benefits. UNFPA promotes a work environment that reflects values of gender equality, diversity, integrity, and a healthy work-life balance. The organization is committed to achieving gender parity and encourages applications from women, individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups. Reasonable accommodations may be provided to applicants with disabilities upon request to support their participation in the recruitment process. UNFPA emphasizes equal opportunities in terms of appointment, training, compensation, and selection for all candidates, regardless of personal characteristics or dimensions of diversity. Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance, and other administrative requirements. UNFPA does not charge any fees in connection with the application or recruitment process.