Administration Advisor – Office Relocation

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)