Space Planning Officer

Org. Setting and ReportingThis position is located in the DC2 Renovation Project, Planning Design and Construction Section (PDCS), Facilities and Commercial Activities Service (FCAS), Division of Administration (DOA), Department of Operational Support (DOS). The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions. The department has embarked on the DC2 Project, which is a multi-year Capital Renovation project to convert 25 floors of the DC2 building into flexible workspace. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation of all existing physical facilities and assets at UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration. The incumbent reports directly to the Senior Project Officer of the DC2 Project. ResponsibilitiesUnder the direct supervision of the Senior Project Officer, the Space Planning Officer shall be responsible for leading intensive space planning activities, including needs assessments, swing space planning, final space allocations, and related relocation moves. The incumbent shall be responsible for engaging with offices and departments to develop a strategic brief outlining short- and long-term goals and space requirements; developing detailed move plans from existing locations to temporary spaces and from temporary spaces to final locations; assessing swing space needs and final space allocations, considering staff grades, team co-location, and departmental interdependencies. The incumbent will perform the following duties: • Analyzes, develops and advises on all space planning and allocation issues. • Analyzes occupancy of buildings affected by the DC2 project and advises of needs for office relocation to temporary space and long-term space. • Assesses swing space needs and final space allocations, considering staff grades, team co-location, and departmental interdependencies. • Negotiates space allocation with other offices. • Gathers space needs from all users' departments and offices and their senior management through meetings and seminars and analyzes their request for soundness, feasibility and cost implications, both for short term and long-term occupancy. • Develops the Block and Stack Plan, which includes stack plans showing locations, adjacencies, and move sequences from current locations to temporary space and from temporary space to final locations. • Communicates moving dates and locations with department and offices in accordance with project schedule. • Analyzes and advises on the planning, design and construction of office reconfigurations and moves. • Plans and directs timely office moves either through United Nations moving personnel or outside contracted commercial movers. • Coordinates related relocation requirements such as IT, HVAC, furniture and equipment. • Oversees, supervises and directs the operation and maintenance of the computerized facilities management system and provides guidance and counseling to the staff. • Implements and keeps CAFM up-to-date. • Interacts with other units and services to obtain occupancy data and makes data available for the Department of Safety & Security. • Manages all aspects of contract administration on consultancies, construction and moving contracts. • Provides technical analysis of contractor pre-qualification documentation, evaluates contractor's proposals and administers contracts, which includes, inter alia, compliance, communications, setting goals, observing performance and resolving claims and disputes. • Performs other duties as required. CompetenciesPROFESSIONALISM: Demonstrates professional competence and mastery of matters related to office space planning and design; knowledge of United Nations policies, procedures and practice in areas of cost estimating, budgeting, scheduling of field-work, coordination, contract administration, procurement and asset management; overall knowledge of building codes and other recognized safety standards; knowledge of furniture systems and manufacturers; ability to identify priority activities and assignments, foresee risks and allow for contingencies when planning; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed. 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. MANAGING PERFORMANCE: Delegates the appropriate responsibility, accountability and decision making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly. EducationAdvanced university degree (Master's degree or equivalent) in architecture, engineering, or a related field. A first-level university degree in combination with 2 years of qualifying experience may be accepted in lieu of the advanced university degree. Job - Specific QualificationNot available. Work ExperienceA minimum of seven (7) years of progressively responsible experience in architectural or engineering design and planning with emphasis on office space planning work is required. Experience working on furniture systems and manufacturers is required. Experience working in a supervisory role is required. Experience working on New York City office leases and commercial office move operations is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).