Office Facilities Business Analyst

Hardship Level (not applicable for home-based)

H (no hardship)Family Type (not applicable for home-based)

FamilyStaff Member / Affiliate Type

UNOPS IICA2Target Start Date

2024-08-27Job Posting End Date

August 9, 2024Terms of Reference

Operational Context

The Global Infrastructure Section (GIS) is one of the four pillars of the Global Mobility and Infrastructure Service (GMIS) within the Division of Financial and Administrative Management (DFAM). The main objective of the Section is to ensure centrally coordinated office facilities management and to provide engineering services to all UNHCR operations, enabling sustainable, equitable and healthy workspaces that meet the needs of staff.

As part of the Section, the Global Facilities Support Team in Budapest provides technical expertise in engineering and design services, guidance on property acquisition and leasing of premises, and facilities management as well as monitoring and recording of UNHCR’s network of field offices.

In 2023, GIS implemented the Oracle Unifier facilities information database. It comprises both qualitative and quantitative data on office facilities in approximately 550 buildings. This comprehensive data set provides the basis for the development of an office portfolio performance framework. The framework is designed to guide the procurement and management of office space to ensure that it is cost effective, environmentally friendly and equitable for the workforce. This strategic approach supports UNHCR's operational goals by optimizing office management and promoting sustainability and efficiency across its global footprint.

Position Purpose

The purpose of the Office Facilities Business Analyst position is to leverage large-scale data analysis to drive strategic decision-making and optimization within UNHCR's real estate portfolio. This role is central to identifying cost saving opportunities, improving operational efficiency, and enhancing sustainability and physical accessibility performance. The Analyst will support the development of a long-term strategy that aligns office premises with organizational growth and expansion plans, considering opportunities for portfolio diversification. By providing senior management with actionable insights and recommendations, the Analyst will play a key role in defining the direction of UNHCR's office facilities management.

In addition, this position will be responsible for recommending improvements to the existing data collection system to ensure that it provides accurate, complete and useful data for ongoing analysis and decision-making. S/he will work with relevant stakeholders to gather additional insights and validate findings.

The incumbent will work under the direct supervision of Senior Land and Buildings Officer reporting to the Chief of Global Infrastructure Section.

Duties and Responsibilities

Data analytics and visualization

Conduct comprehensive analysis of the data collected on office facilities to identify trends, patterns, and anomalies.

Identify key cost drivers and areas for potential cost savings across the real estate portfolio.

Evaluate efficiency gains and opportunities for optimization in office space utilization and management.

Assess the adaptability of office spaces to accommodate changing work trends and staff needs, such as remote work policies.

Monitor and analyze occupancy rates and trends over time, developing methods for ongoing tracking.

Identify occupancy rates and trends over time. Identify ways to monitor this.

Identify and analyze trends and opportunities in Safety, Security, Accessibility, Sustainability, and Well-being.

Develop visual presentations and dashboards to effectively communicate data analysis findings to stakeholders.

Actionable insights and recommendations

Provide summary reports on cost savings and efficiency opportunities according to the performance framework.

Provide detailed assessments and actionable recommendations to improve office facilities performance and compliance with essential standards related to sustainability, physical accessibility, space management, etc.

Collaborate with senior management and stakeholders to develop and refine office facilities management strategies based on analytical insights.

Develop key performance metrics aligned with strategic objectives, including common premises.

Contributions to systems development

Recommend enhancements to the Oracle Unifier system to improve data accuracy, completeness, and utility.

Contribute to the development of the corporate ERP system (C-ERP) to capture building-level expenses and lease details accurately.

Ensure continuous improvement in data collection processes and methodologies to support high-quality analysis.

Develop and implement mechanisms for continuous monitoring and evaluation of office facilities management practices and outcomes.

Establish a monitoring mechanism that addresses risks associated with lease agreements, building condition, and market volatility to further optimize operational continuity.

Support the development of an integration between UNIFIER and the UN Info platform to ensure a smooth transfer of information.

Analyze the feasibility of adding other types of facilities (guest houses and reception facilities) to the GIS portfolio.

Stakeholder Engagement

Work closely with relevant stakeholders, including facility managers, and financial analysts, to gather additional insights and validate findings.

Facilitate discussions and workshops with senior management and other stakeholders to align on key recommendations and implementation strategies.

Prepare detailed documentation outlining recommendations for changes to the real estate portfolio, including cost-benefit analyses and risk assessments.

Provide training and support to staff on data collection and analysis tools to ensure effective use of the systems.

Desired Candidate Profile

Degree requirements:

Advanced university degree (Master's degree or equivalent) in Architecture, Civil Engineering, Real Estate Management or appropriate related field from an accredited university.

Work experience:

A minimum of 5 years of relevant professional experience in business analysis, facilities management, real estate management, or a related field.

Experience working with large-scale data analysis and visualization tools.

Experience in the development and implementation of facilities management systems.

Familiarity with UN administrative/financial regulations and practices. Knowledge of ERP systems.

Technical skills

Proficiency in data analysis software and tools such as Excel, SQL, Tableau, Power BI, or similar.

Strong analytical skills with the ability to interpret complex data sets and provide actionable insights.

Soft skills

Excellent written and verbal communication skills.

Ability to present complex data and analysis in a clear and concise manner to diverse audiences, including senior management.

Proven ability to work collaboratively with a wide range of stakeholders, including technical teams, facility managers, and senior executives.

Strong interpersonal skills to facilitate discussions and workshops effectively.

Strong problem-solving skills with a proactive approach to identifying and implementing innovative solutions.

Ability to stay informed about industry best practices and emerging trends in facilities management.Standard Job Description

Required Languages

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Desired Languages

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Additional Qualifications

Skills

Education

Certifications

Work Experience

Other information

This position doesn't require a functional clearance Home-Based

Yes

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Added 15 days ago - Updated 8 days ago - Source: unhcr.org