Premises Associate-[Open to internal and external applicants]

This vacancy is open to UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments of all nationalities. Other applicants must be nationals of an EU Member State, Iceland, Liechtenstein, Norway, or Switzerland.

Background

The United Nations Development Programme (UNDP) works in about 170 countries and territories, helping to eradicate poverty, reduce inequalities and exclusion, and build resilience so countries can sustain progress. As the UN’s development agency, UNDP plays a critical role in helping countries achieve the Sustainable Development Goals. Our people are united by a common call to action: building a fairer and more inclusive world for those in need through sustainable development.

Within UNDP, the Office of General Operations (OGO) is entrusted with the oversight of premises-related matters for UNDP Country Offices (COs) Regional Hubs (RHs) and HQ, which includes relocation, construction, leasing, renovation, and management of UNDP-owned properties. OGO maintains a SharePoint-based UNDP Premises Database and Premises Case Management System tracker system which require accurate registration and timely updates of all UNDP premises and COs’ case submissions.

Job Purpose

Under the overall guidance and the direct supervision of the Operations Analyst, the Premises Associate works closely with the OGO Global Premises Team to review business cases and premises-related legal agreements submitted by COs. The staff demonstrates a client-oriented approach, analytical capacity, attention to details, and the ability to work with people from diverse cultural backgrounds.

UNDP personnel are expected to work across issues, units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration. The role contributes to corporate oversight of the UNDP global premises portfolio and system wide Common Premises arrangements.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

1. Support efficient premises management implementation

• Support the review, processing, and tracking of premises-related cases submitted by COs:
• Review business cases and proposals for new and existing premises to ensure conformity with UNDP space, security, legal, financial, and operational standards.
• Review draft agreements (leases, MoUs, MoAs, amendments), identifying discrepancies or risks, and provide clear, actionable feedback.
• Support the negotiation process by providing input to the team on key risks and standards.
• Support the maintenance of the UNDP premises database, serving as an alternate focal point for the database.
• Contribute to ensuring full compliance of premises-related activities with UNDP rules, regulations, policies, and strategies.
• Liaise with UNDP COs, RHs, RBx, BMS units, other UN agencies as needed
• Support quality control of premises documentation submitted by COs (CBAs, lease drafts, MoUs, security clearances, funding confirmations).
• Act as a first line reviewer of premises submissions before escalation to Legal (OLS), OFM, or senior GPT staff.
• Assist with premises contract tracking, ensuring that COs meet deadlines for renewals, amendments, and notice periods.
• Monitor compliance with premises standards, including minimum space requirements, cost sharing methodology, and governance structures.

2. Provide support for effective administrative and financial control in the team

• Research background materials, organize briefing materials for Task Team on Common Premises and Facilities Services (TTCP+FS) as requested by supervisor.
• Support preparation of presentations, dashboards, and portfolio analytics for BMS/OGO.
• Maintain calendars and trackers related to global premises pipeline, including active cases, renewals, common premises projects, and construction initiatives.
• Review and analyses UNDP Premises Database data
• Prepare reports on CO premises, organizational common premises, cases managed by the OGO.

3. Facilitate knowledge building and knowledge sharing

• Contribute to knowledge building and knowledge sharing on premises guidelines material and tools.
• Support delivery of training and capacity-building sessions on premises tools, standards and processes.
• Draft guidance and Standard Operating Procedures
• Provide inputs to business processes mapping and elaboration of internal standard operating procedures (SOPs) to assist CO with application of POPP and other operational aspects of premises management.
• Ensure facilitation of knowledge building and knowledge sharing, and provide guidance to stakeholders on premises management related matters.
• Support the organization by contributing to training on premises acquisition, renewal, and termination procedures.

The incumbent performs other duties which make part of this role explicitly open-ended as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities: None

Competencies

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
• Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationship

Cross-Functional & Technical competencies:
Administration and Operations Building, facilities and office space management

• Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data.

Business Development Knowledge Facilitation

• Ability to animate individuals and groups, internally and externally, and to design and facilitate activities, to share and exchange knowledge, information and ideas. Knowledge of tools and approaches to stimulate active participation, contribution, and exchange.

Business Management Customer Satisfaction/Client Management

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
• Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests.
• Ability to anticipate client's upcoming needs and concerns.

Business Direction & Strategy Business Acumen

• Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome.
• Ability to make good judgments and quick decisions within such frameworks Knowledge and understanding of the operational frameworks in the organization

Required Skills and Experience

Education:

• Secondary education is required. Or
• University Degree (bachelor´s degree) in Commerce, Business or Public Administration, or other relevant fields will be given due consideration, but is not a requirement

Experience:

• A minimum of 6 years (with secondary education) or 3 years (with bachelor’s degree) of relevant experience in operations, administration, premises/facilities management, or related support functions.
• Experience in the use of computers, office software packages (MS Word, Excel, etc.), data packages, and web-based management systems such as ERP is required. Experience using SharePoint or other web-based /records management systems is required.
• Experience in reviewing and managing leases and other premises and facilities-related agreements is desirable.
• Experience with the UN system is desirable.
• Experience in supporting administrative and financial control processes in the organization is an asset.
• Experience in supporting delivering of training and capacity-building sessions on premises tools, standards and processes is an asset.
• Experience in drafting guidance and Standard Operating Procedures is an asset,

Required Language(s)

• Fluency in English is required.
• Fluency in German is required.
• Working knowledge of French and/or Spanish is desired.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.