Administration Advisor - Office Relocation

Senior Admin

Overview

Lead efforts to relocate to a new office space in midtown New York.

You have:

• Advanced university degree (master degree or equivalent) with seven years of relevant experience or university degree (bachelor degree or equivalent) with nine years of relevant experience.
• Experience in leading and managing complex office relocations or similar large-scale projects.
• Experience in procurement or contracts management is desired.
• Fluency in English is required (speaking, reading, and writing).

Contract

This is a IICA-3 contract. This kind of contract is known as International Individual Contractor Agreements. It is normally internationally recruited only. It's an external contract. It usually requires 7 years of experience, depending on education. More about IICA-3 contracts.

Background Information - Job-specific

New York Portfolios Office

The New York Portfolios Office (NYPO) is a major department of the United Nations Office for Project Services (UNOPS). It supports the United Nations Secretariat, as well as other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management.

The Administration Advisor for the Office Relocation will lead our efforts to relocate to a new office space in midtown New York. This role is a critical one, requiring the incumbent to make strategic decisions, manage cross-functional teams, collaborate with a range of stakeholders, and ensure the successful execution of the relocation project in line with organizational objectives. Given the time sensitivity and significant financial costs, risks need to be thoroughly identified and managed carefully.

Functional Responsibilities

Under the overall guidance of and reporting to the New York Portfolios Office Head of Support Services, the Administration Advisor will carry out the following duties:

Strategic Leadership:

• Provide strategic leadership to the New York portfolio Office in the delivery of its office relocation plan, defining and executing the overall vision for the office relocation and aligning it with the organization's long-term goals.
• Advise with senior leadership on how to integrate the relocation plan into broader business strategies.
• Provide technical advice and operational guidance on how to optimize the efficiency and effectiveness of the office.

Project Oversight, Budget Management and Governance:

• Establish and lead a governance structure for the office relocation project, ensuring clear accountability and communication channels.
• With the support from the Head of Support Services Office and the Head of Programme, ensure appropriate arrangements for building excellence of business processes and quality standards.
• Lead multiple workstreams, ensuring that each element of the project is aligned with the overall strategic vision.
• Guide, endorse, and oversee the proposals and project document agreements in connection with the relocation project.
• Implement robust project management methodologies to monitor progress, mitigate risks, and adapt strategies as needed.
• Prepare and manage budgets, cash flow and obligations to ensure that deliverables are met and payments to contractors/suppliers are received on time.
• Manage UNOPS overheads, allocable charges, and related corporate charges as they apply to the project.
• Manage and remain accountable for expenditures against the budget (based on accurate financial reports).
• Exercise control overall obligations defined in the legal and lease Agreement(s) and coordinate all logistics, ensuring that everyone understands their role in the move.
• Ensure that the current space is restored to its original condition upon exit.

Quality Assurance:

• Establish and monitor key performance indicators (KPIs) to measure the success of the relocation project.
• Implement a continuous improvement framework to assess and enhance the effectiveness of the relocation process.
• Conduct post-relocation reviews and analysis to identify lessons learned and best practices for future initiatives.

Executive Reporting and Decision Support:

• Provide regular, detailed reports to senior leadership on the progress of the office relocation project, including key milestones, challenges, and opportunities.
• Offer strategic insights and recommendations to support decision-making at the senior level.

Education/Experience/Language requirements

Education

• Advanced university degree (master degree or equivalent) with seven years of relevant experience OR
• University degree (bachelor degree or equivalent) with nine years of relevant experience

Experience

• Relevant experience is defined as experience in leading and managing complex office relocations or similar large-scale projects
• Experience in procurement or contracts management is desired
• Experience providing strategic leadership and guidance at a senior level is desired

Languages

• Fluency in English is required (speaking, reading, and writing)

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above) Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

Contract type, level and duration

Contract type: International ICA Contract level: IICA-3 Contract duration: 6 months (renewable subject to satisfactory performance and funding availability)

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

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Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: jobs.unops.org