TEMPORARY APPOINTMENT: Space Planner & Contracts Analyst, Facilities and Administrative Services Branch (FASB), Division for Management Services (DMS), New York, P-2

The Position:

This position is located in the Facilities and Administrative Services Branch (FASB) within the Division for Management Services (DMS). FASB provides and administers a broad range of support services relating to facilities and asset management, travel, mail & pouch and administrative/general services for both Headquarters and Field Offices. The term Field Offices includes all offices located outside of Headquarters including Regional/Sub-Regional Offices, Liaison Offices and Country Offices. The incumbent reports directly to the Chief of the Facilities Management Section and supervises 2 General Service staff.

The incumbent maintains professional contacts with staff at UNFPA-Headquarters, sister agencies together with field based colleagues. Working under the Chief, Facilities Management, supports with, analyses, clarification, and information and maintains regular contact with staff, within and outside the Organization as may be required.

How you can make a difference:

UNFPA is the lead United Nations agency for delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. The UNFPA Strategic Plan for 2026-2029 articulates the organization’s response to a complex global environment, providing a roadmap for resilience and renewal. It is designed to accelerate the implementation of the Programme of Action of the International Conference on Population and Development (ICPD) and the achievement of the Sustainable Development Goals by 2030. This mandate is pursued through a focus on four interconnected outcomes: ending the unmet need for family planning; ending preventable maternal deaths; ending gender-based violence and harmful practices; and adapting to demographic change through evidence and rights-based policies.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards and who will defend them courageously and with full conviction.

UNFPA is seeking candidates who transform, inspire, and deliver high-impact and sustained results and ensure effective external relations, communications, and partnership-building and resource mobilization in a rapidly changing development and funding landscape. We need staff who are transparent, exceptional in how they manage the resources entrusted to them, and who commit to delivering excellence in programme results.

Job Purpose:

Reporting to the Chief of the Facilities Management Section, the Space Planner & Contracts Analyst provides leadership and supervision in the areas of specialized space planning at the Headquarters and Field Offices.

The primary roles are specifically:

• 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.

You would be responsible for:

1. 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.

2. 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.

3. 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.

4. 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).

5. 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.

Qualifications and Experience:

Education:

Advanced University Degree in Architecture, Civil Engineering, related discipline or any other relevant discipline.

Knowledge and 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.
• AutoCAD knowledge is a plus.

Languages:

Fluency in written and spoken English is required. Knowledge of another official UN language is an asset.

Required Competencies:

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change

Core Competencies:

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,
• Communicating for impact

Functional Competencies:

• Working in teams
• Self-management/Emotional Intelligence
• Communication
• Analytical and Strategic Thinking
• Results orientation/Commitment to excellence
• Appropriate and transparent decision making
• Knowledge sharing/Continuous learning

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.