Administration Advisor - Office Relocation

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.

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

• 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)

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