Chief, Facilities Management Section, Facilities and Administrative Services Branch (FASB), Division for Management Services (DMS), New York, P-4

UNFPA•New York, NY

25d

About The Position

This position is located in the Facilities and Administrative Services Branch (FASB) within the Division for Management Services (DMS). FASB provides and oversees 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 Branch and supervises 2 Professional and 4 General Service staff. The incumbent maintains professional contacts with staff at UNFPA-Headquarters, Development Coordination Office (DCO), UNDP and other agencies together with field based colleagues. Provides professional support, 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 and Administrative Services Branch, the Section Chief provides leadership and supervision in the areas of Facilities and Asset Management globally. The primary roles are specifically: a) Formulate and implement a comprehensive strategy to optimize, develop, and maintain UNFPA’s office premises; b) Endorse and coordinate Field Office relocations/alterations/renovations/constructions; c) Develop and implement relevant policies and procedures; d) Represent UNFPA as required on various inter-agency working groups, specifically in the UNSDG Task Team on Common Premises (TTCP); e) Coordinate financial data related to fixed assets and leases; f) Oversee and manage the asset management and lease management function.

Requirements

Advanced University Degree in Architecture, Engineering, Business Administration, or any other relevant discipline.
Minimum seven (7) years of progressively responsible experience in real estate and facilities management operations in a multi-cultural environment.
Knowledge of basic engineering, architecture, real estate or facilities management practices and techniques.
Experience with ERP and general IT-knowledge (including data base entry, data maintenance and reporting) required.
Experience in leading small but high performing teams.
Fluency in written and spoken English is required.
Exemplifying integrity
Demonstrating commitment to UNFPA and the UN system
Embracing cultural diversity
Embracing change
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
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
Providing strategic vision and focus
Engaging internal / external partners and stakeholders
Leading, developing and empowering people / creating a culture of performance
Making decisions and exercising judgment
Performance Management.

Nice To Haves

Knowledge of another official UN language an asset.

Responsibilities

Provide strategic guidance and leadership in the area of facilities management
Develop and maintain, with the assistance of a team of professionals and specialists, a comprehensive set of policies and procedures for the area of facilities management.
Interpret, provide guidance and monitor compliance with all such policies and procedures.
Identify needs for new or modified policies and procedures; review and initiate action as may be required.
Oversee and ensure an accurate and up to date database of all UNFPA premises.
Monitor and review facilities/premises needs for UNFPA Field Offices and HQ and provide solutions in order to ensure cost effective, efficient and adequate UNFPA premises.
Develop and implement norms and standards for all UNFPA Offices, taking into account developments at the inter-agency level.
Review and endorse Field Office requests for relocation and/or alterations/renovation/construction works if it is determined to be in the interest of UNFPA.
Analyze pros and cons of Field Office moves and advise Field Offices accordingly.
Advise Field Offices on UNFPA norms & standards and their application.
Manage, coach, and advise the Space Planner and Facilities Management Associates (Field Offices and HQ)
Oversee the expenditures for Field Office moves including any required renovation and alteration works.
Review and advise on leases and Memoranda of Understanding and Agreement to ensure compliance with UN/UNSDG standards and UNFPA requirements.
Analyze the utilization and functioning of premises, and forecast needs and requirements
Manage leases for office accommodation; negotiate terms and extensions with landlord/s. Compare and analyse alternative lease offers in the event that new premises must be found.
Provide space management services in consultation with the requesting Divisions/Units.
Provide technical advice on premises at all UNFPA locations in the event of renovation, relocation, construction, etc.
Review proposals and provide guidance for procurement and implementation of programme-funded construction projects, and make recommendations for senior management approval of such proposals in line with PPM.
Provide guidance on common premises in context of UN reform.
Coordinate general liability insurance with UN insurance unit.
Undertake preparatory work and anticipate discussions in the TTCP; represent UNFPA as principal in Task Team discussions.
Ensure that UNFPA’s interests are taken into account in TTCP decisions and that they are in line with UN reform policy.
Develop and research background information, and make cases for the most favorable position for UNFPA in the TTCP.
Manage the Reserve for Field Accommodation funding or its successor
Participate in discussions on UN Reform issues related to common premises.
Ensure accurate and up to date lease data is submitted to Finance Branch for year end closure
Ensure accurate and up to date fixed asset data is submitted to Finance Branch for year end closure
Ensure other relevant financial data is submitted timely and accurately to the Finance Branch as required.
Develop and maintain, with the assistance of a team of professionals and specialists, a comprehensive set of policies and procedures for fixed asset management
Ensure that policies & procedures are practical and usable in the day-to-day business
Identify needs for new or modified policies and procedures; review and initiate action as may be required
Manage UNFPA’s lease database and ensure through supervision of staff members that data is accurate and up to date at all times
Oversee the identification of leases where UNFPA is the lessor
Ensure accurate data is provided in the required form for lease accounting purposes
Coordinate with internal and external stakeholders as required.
Represent UNFPA as required on various inter-agency working groups such as International Network of Facilities Managers (INFM).
Serve as acting or replacement Chief of Branch 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.