Posting Title: PROJECT COORDINATOR (PROJECT POST), P3

Job Code Title: FACILITIES MANAGEMENT OFFICER

Department/Office: United Nations Office at Nairobi

Duty Station: NAIROBI

Posting Period: 01 August 2023 – 30 August 2023

Job Opening Number: 23-Facilities Management-UNON-207905-R-Nairobi (E)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organisational Setting and ReportingThe United Nations Office at Nairobi (UNON) is the UN Headquarters in Africa supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordinator System (RCS), as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org). This position is located within the Replacement of Office Blocks A to J project at the United Nations Office at Nairobi (UNON) within Facilities Management, Central Support Services (CSS), Division of Administrative Services (DAS). The incumbent will work under the direct supervision of the Space Planner/ coordinator reporting to the Chief, Facilities Management Section and overall supervision of the Chief, Central Support Services. The incumbent will be responsible for the coordination of the Flexible Workplace Strategy (FWS) component of the Replacement of Office Blocks A to J project; which is inclusive of the refurbishment of the existing office blocks and the construction of the new office buildings within the Gigiri complex. The position will be multi-faceted, and the project coordinator will be expected to oversee and coordinate all aspects of the assigned project/s under development related to building design, space planning, building interiors and associated outdoor spaces, change management and outreach in close collaboration with the in house facilities management technical teams, any outsourced professional consultancy firm/s expertise, as well as oversight of building interior related refurbishment works on site. Dependent on the final project briefs, and decisions by section management, it may be that all or portions of the design, drawings, tender document production and or construction administration of these projects will be outsourced to external consultancy firms. Should this be the case, the incumbent will be expected to coordinate and supervise the external project consultants. The incumbent will perform the following duties: Responsibilities

GENERAL COORDINATION AND MANAGEMENT:

•  Supports the leadership of and contributes to specific major change management and outreach activities required as part of the flexible workplace component of the replacement of office blocks A-J project;
•  Serves as the focal point for all the change management and outreach activities;
•  Develop and implement a customized, focused and responsive change management programme that will enlighten staff members and ensure business disruption as a result of the changes are kept to the absolute minimum;
•  Develops the project briefs/ terms of reference in line with section management and or other relevant UNON client departments (if decided, prepares the required procurement related documentation for tender for external consultants);
•  Prepares (or works with externally appointed consultants to) design concepts in line with the individual project briefs provided. Develops a basic cost plan, project program/ schedule and prepares any graphic presentations of the design concept;
•  Liaises with other UNON departments, the on-site contracted service providers and as required with related disciplines such as UNON externally appointed project consultants, i.e. engineering/ cost estimation services and UNON in-house electrical/ mechanical specialists and ICT providers to ensure proposals are completed to international standards and best practice;
•  Translates (or with the externally appointed consultants to) design concepts into and prepares technical/ construction drawings including layouts, details, schedules and in conjunction with related disciplines, specifications, bills of quantities and cost estimates to sufficient level for tender and construction purposes;
•  As necessary supports the tender process, attends bidders conferences, prepares meeting minutes and as part of the UNON committee evaluates bids received;
•  Plans and programs (or works with the externally appointed consultants to) the renovation and refurbishment works to facilitate smooth running of the project and compliance with project deadlines, liaises with the appropriate UNON functions regards relocation, decanting, swing space, disposal, etc.;
•  Liaises with the appointed contractor and relevant internal UNON departments regarding site access, security arrangements, personnel and delivery clearances, receiving and inspection;
•  Monitors and supervises works (or works with the externally appointed consultants to) on site to ensure compliance with projects drawings, bills of quantities and specifications. Undertakes inspections, holds and prepares site meeting minutes, issues instructions and ensures works are completed according to schedule on time and to the required standards of workmanship and finish;
•  Maintains project records including contractual, correspondence, meeting minutes, site progress reports, change orders, shop/ as built drawings, samples, valuations/ interim payments and final accounts, etc.;
•  Reviews progress valuations/ interim payments. Ensures adherence to the approved project budget, contractual requirements and change order procedures. Reviews and reconciles project final accounts;
•  Manages and ensures completion of project close out documents, as built drawings etc. Prepare snag lists, monitors and ensures rectification of any snags or defects in good time. PROJECT SPECIFIC COORDINATION AND MANAGEMENT: Change Management and Communication outreach:
•  Systematically define a roadmap and communication strategy for the awareness, implementation and realignment of business activities;
•  Develop and carry out customized individual and group training, awareness and coaching sessions that meets staff need and identified priorities;
•  Ascertain and collate feedback on all ongoing initiatives and apply any lessons learnt to subsequent change management initiatives; and
•  Maintain and sustain high level staff motivation amongst the UN agencies, funds and programmes affected by the changes;
•  Develop and implement direct and indirect communication to all staff and users affected by the change initiatives. This involves setting up and running townhalls, group and individual meetings both virtual and one to one; that provides project awareness and update on project progress;
•  Design and implement communication materials and content in different forms of medium such as email blasts, posters, short video clips, interviews, infographics, podcasts etc; Interior Architecture, Furniture, Fixtures and Equipment (FFE) design concepts:
•  Executes detailed studies for the renovation of specific areas of the existing buildings and new facilities such as the outdoor office pods, redevelopment and repurposing of the existing buildings and including development of interior concepts, space planning, drawings of plans, sections and technical details, integrating environmental initiatives and modem technologies; Coordinates and checks the work of interior design, architectural and engineering consultants;
•  Renovation and Refurbishment/ Upgrade projects: Executes detailed condition surveys and uses this as basis for developing periodical maintenance plans; Coordinates and checks the work of interior design, architectural and engineering consultants;
•  Design services related to new build, the renovation and refurbishment / upgrade works: Studies interior, architectural and space planning solutions with consultants and specialized companies; Prepares preliminary design and feasibility studies and makes cost estimates; Drafts scopes of work, bills of quantity, technical specifications and cost estimates; Sits in technical panels for the evaluation of technical bids and proposals;
•  Site supervision related to the renovation and refurbishment/ upgrade works: Supervises construction and renovation works executed by contractors; Monitors quality of contracted services and the respect of time schedules; Prepares reports and checks payments; Coordinates works of various contractors and in-house service teams;
•  Coordination with other UN departments such as Procurement, Facilities Management, Property Management, Budget & Finance, ICT, Safety & Security, etc;
•  Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting;
•  Performs other duties as required.

CompetenciesPROFESSIONALISM: Demonstrated knowledge in architectural, change management and communication and Interior Design knowledge related to planning development, design, construction and space planning and management. Demonstrated knowledge in computer-aided design software. An understanding of theories, concepts and approaches relevant to particular sector, functional area or another specialized field. Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to conduct data collection using various methods. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet and other databases. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. CREATIVITY: Actively seeks to improve programmes or services. Offers new and different options to solve problems or meet client needs. Promotes and persuades others to consider new ideas. Takes calculated risks on new and unusual ideas; thinks “outside the box.” Takes an interest in new ideas and new ways of doing things. Is not bound by current thinking or traditional approaches. PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

EducationAdvanced University degree (Master’s degree or equivalent) in architecture, project management interior design or another related field, is required. A first-level university degree in the mentioned fields in combination with two (2) additional years of qualifying work experience may be accepted in lieu of the advanced university degree. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work ExperienceA minimum of five (5) years of progressively responsible experience in design, supervision of construction works, building renovation and refurbishment, space planning and management is required. Experience in design, technical specification, preparation of bills of quantities and related estimates for building interior works is required. Experience in supervising multi-disciplinary construction teams is required. Working experience in, and knowledge of the local market in Kenya is required. Experience in using AutoCAD, Revit or other similar 3D related software is required. Experience working with the UN or other similar international organizations carrying out related duties, is desirable. 2 years or more of experience in data analytics or related area is desirable.

LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable. NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write,speak, understand) and” Knowledge of equals a rating of confident” in two of the four areas.

AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special NoticeThis is a project post appointment, and funding is confirmed for an initial period of one year. Extension of appointment is subject to the availability of funds. Staff Members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staffs are expected to move periodically to new functions in their careers in accordance with established rules and procedures. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. Internal Applicants – When completing the Candidate Profile form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. Individual Contractors and Consultants who have worked within the UN Secretariat in the last six months, irrespective of the administering entity, are ineligible to apply for or be appointed to any professional and higher temporary or fixed-term positions, within six months of the end of their current or most recent service. For such positions, at least six months need to have elapsed between the end of a consultancy or individual contract and the time of application and consideration for an appointment as a staff member under the Staff Rules and Regulations of the United Nations. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. On-line applications will be acknowledged where an email address has been provided. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira “Contact Us” link.

United Nations ConsiderationsAccording to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General. Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.