Office/Unit/Project Description 

The United Nations Development Programme (UNDP) Headquarters in New York City has embarked on a major renovation project to transform the DC1 building into the central hub for all UNDP headquarters personnel. This comprehensive renovation encompasses a range of key elements such as asbestos abatement, interior design, construction, demolition, curtain wall renovation, interior mullion refinishing, lobby renovation, electrical, mechanical and plumbing system upgrades. In addition, the project involves complete furnishing and restacking of the space in full compliance with the design and construction documents.

Given the magnitude of the project, detailed coordination is crucial, demanding cohesive collaboration with multiple stakeholders, ensuring conformance with local, state, and federal regulatory standards.

General Operations (GO) as part of the Bureau of Management Services in UNDP is actively seeking a skilled Project Analyst with demonstrated experience in large-scale renovation or construction projects. This individual will be instrumental in managing the project’s daily activities and maintaining a harmonious relationship with Clients (internal and external), Landlord, contractors, and diverse group of consultants and vendors, including architects and engineers. The Project Analyst will be assisting the Renovation Project Manager (PM) of this project in the project’s daily activities.

Due to the functional demands of this position and to effectively manage the renovation project, the Project Analyst is expected to be onsite during regular working days.

Scope of Work 

• Contracting & Procurement: Substantively contribute to developing specifications, sketches, contract documents, and Request for Proposals (RFPs). Support the PM in the vendor selection process, maintaining a database of submitted bids and proposals. Help in coordinating meetings and discussions during the contract negotiation phase.
• Project Support & Communication: Contribute to tracking project milestones, updating the project schedule, and notifying the PM of any deviations. Aid in facilitating communication, scheduling team meetings, and documenting minutes. Assist in gathering data and feedback from various stakeholders for timely updates.
• Financial Management: Manage, categorize, and file all project-related invoices and receipts. Prepare payment schedules and track payment statuses, alerting the PM of any delays or discrepancies. Assist in budget tracking, providing regular updates to the PM about expenditures against the budget.
• Quality Assurance & Compliance: Coordinate with the PM in organizing site inspections and documenting findings. Maintain a repository of regulatory requirements and update the PM on compliance statuses. Assist in coordinating corrective actions based on site inspection findings.
• Vendor Coordination: Act as a secondary point of contact for vendors, contractors, and consultants, facilitating communications and meetings. Support in the tracking of deliveries and services, ensuring timely receipt and quality. Assist in coordinating with the project team on selections and procurements, ensuring timely decisions and orders.
• Commissioning & Handover: Coordinate with the PM in performing final inspection, supervising the commissioning of the work, claims operation manuals/warranties and shop drawings for filings, informs Project Manager of completion of work and ensures that all records are kept for future reference. Assist in coordinating training sessions for building operator and maintenance staff. Support the Project Manager during the final project handover phase, ensuring all documents, keys, and other deliverables are organized and submitted to UNDP appropriately.
• Perform other duties within incumbent’s functional profile as assigned and deemed necessary for the efficient functioning of the office and Organization.

Institutional Arrangement

The Project Analyst works under the direct guidance of the Renovation Project Manager in General Operations Unit and the overall supervision of Director of General Operations.

Competencies

Cross-Functional & Technical competencies 

Minimum Qualifications of the Successful IPSA

Min. Academic Education          

•            Advanced university degree (master’s degree or equivalent) in Architecture, Engineering, or related fields is required; or

•            A first-level university degree (bachelor’s degree) in the above fields of study, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Min. years of relevant Work experience             

•            Minimum of 2 years (with a master’s degree) or 4 years (with a bachelor’s degree) of progressively responsible experience in planning, implementing, and managing large-scale architectural and engineering projects is required.

Required skills and competencies          

• Proficiency in Microsoft Office, Microsoft SharePoint and Microsoft project is required.

Desired additional skills and competencies

•            Experience in using architecture design software such as AutoCAD or similar programme is desirable.

•            Demonstrated experience and familiarity with global and/or regional renovation/construction codes and standards is desirable.

•            Prior work experience with United Nations and/or UNDP is desirable.

Required Language(s)

• Fluency (verbal and writing communication skills) of English required.
• Knowledge of another UN language is an advantage.

Professional Certificates             

PMP (Project Management Professional) or PRINCE2 Professional certification is preferred.