Posting Title: Project
Coordinator (Project Post), P3
Job Code Title: Facilities
Management Officer
Organization: United Nations
Office at Nairobi (UNON)
Duty Station: Nairobi, Kenya
Posting Period: 01 August 2023 -
30 August 2023
Job Opening Number: 23-Facilities
Management-UNON-207905-R-Nairobi (E)
Staffing Exercise: N/A
United Nations Core Values: Integrity, Professionalism,
Respect for Diversity
Org. Setting and Reporting
The 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.
Competencies
PROFESSIONALISM: 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.
Education
Advanced 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 Experience
A 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.
Languages
English 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.
Assessment
Evaluation of qualified candidates may include an assessment
exercise which may be followed by competency-based interview.
Special Notice
This 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
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eligibility and suitability for the position and to contact you.
Individual Contractors and Consultants who have worked within the UN
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are ineligible to apply for or be appointed to any professional and higher
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