UN House Project Manager

Closing Date: Wednesday, 20 July 2011

Background

Rwanda has been chosen as a pilot country for the “One UN” reform model. The reform is based on four core pillars: “One Programme”, “One Budget”, “One Leader”, “and “One Office”. As part of the reform implementation, it was agreed by Heads of Agency at the One UN retreat that it would be necessary to strengthen the Resident Coordinator's office, to enable to carry out the tasks required for the reform.

In particular, the Heads of Agencies recommended that the office recruits a UN House Project Manager to facilitate and coordinate the planning, design and construction of a One UN House on the plot donated by the Government of Rwanda for that purpose.

Duties and Responsibilities

The UN House Project Manager will work under the direct supervision of the Resident Coordinator, working closely with the Operations Management Team (OMT)/UN House Taskforce, with reference to the UNDP Task Team on Common Premises (TTCP) Transaction Model and report regularly to the UN Country Team (UNCT) when carrying out the following tasks:

Planning Phase

Conducts the necessary consultations and surveys to assess the individual and collective requirements of all interested UN Agencies;
Determines staffing and space requirement numbers of all participating UN Agencies, ensuring compliance with Joint Inspection Unit (JIU) office space standards;
Reviews related support documentation;
Assists the UNCT in implementing the common One UN premises in Rwanda on the land donated by the Government of Rwanda for this purpose;
Assists the UNCT in its negotiations with the Government to obtain possible support to establish a UN House/UN Common Premises;
Estimates the one-time capital investment on the part of the UN system for the identified option;
Determines the duration of the lease of the identified option;
Conducts a Market Survey of comparable real estate objects in order to determine whether rental rates, operational costs, as well as one-time fit-out costs are financially sustainable for the participating UN Agencies;
Prepares a comprehensive Cost/Benefit Analysis (CBA) for the identified option, clearly outlining both the costing part and the projected benefits;
Assists the UNCT with drafting a comprehensive proposal for TTCP review;
Reports directly to the UNCT and acts as an advisory role to this team. The Project Manager is not vested with decisional authority for any issues and does not represent the UN system in discussions with third parties (e.g. Government, developers, contractors, etc.);
Prepares weekly written reports for the UNCT, as well as monthly progress reports for the TTCP, regarding the status of the project, summarizing decisions taken and high-lighting issues to be resolved;
Participates in Operations Management Team (OMT)/UN House Taskforce and UNCT meetings and briefs members on the status of the project as required.

Key Deliverables:

Documented outcomes of negotiations between the UNCT and the Government;
A UN House/UN Common Premises proposal document, encompassing a list of UN Agencies participating in the project;
A detailed analysis of the existing office space situation of said UN Agencies, including current workplace environment and comfort, space lay-out, rent, operating and maintenance costs and staffing numbers and grades; the proposed premises situation, including requirements for a better workplace environment and comfort, space (office and common areas) requirements, and rent operating and maintenance costs;
A list of three recommended options/sites (or as appropriate for the case of Rwanda), including a list of the selection criteria used;
Department of Safety and Security (DSS) assessment of each of said recommended options/sites, including detailed DSS reports and an itemized list of security measures recommended by DSS and their cost estimates;
Detailed Cost/Benefit Analysis (CBA), including an itemized list of the estimated one-time fit-out costs and recurrent costs (these costs should be annualized); quantifiable benefits such as decreased costs in common services – in particular those common services directly related to premises: i.e. utilities, building security, cleaning including garbage disposal, gardening, and maintenance and a narrative portion outlining expected non-quantifiable benefits;
Regular progress reports to the UNCT, OMT/UN House Taskforce and TTCP;
Other pertinent information.

Design Phase

Assists the UNCT in drafting and issuing a Request For Proposal (RFP);
Helps the UNCT with the review of proposals submitted by private sector Architectural/Engineering (A/E) firms as a result of said RFP;
Supports the UNCT with selecting the most preferable A/E firm, making recommendations where required and clearly indicating the selection criteria used;
Coordinates between the UN system and the selected A/E firm, ensuring all interests of the UN system are served throughout the design phase of the project;
Reviews the designs and technical drawings for construction/renovation, ensuring these meet the UN specification standards, and ensuring maximum efficient usage of office space, common areas, etc.;
Liaises with the local Field Security Coordination Officer (FSCO) as required, ensuring the designs comply with the security standards;
Reviews related support documentation;
Supports the Regional Centre (RC) in taking the lead in further solidifying the commitment of the participating UN Agencies in the inter-Agency Memorandum of Understanding (MoU);
If required, assists the RC in taking the lead in recording the commitment of the participating UN Agencies with the Government in the Memorandum of Agreement (MoA);
Calculates more definite cost estimates of the one-time capital investment on part of the UN system;
Determines the duration of the lease, if necessary;
Reports directly to the UNCT and acts as an advisory role to this team. The Project Manager is not vested with decisional authority for any issues and does not represent the UN system in discussions with third parties (e.g. Government, developers, contractors, etc.);
Prepares weekly written reports for the UNCT, as well as monthly progress reports for the TTCP, regarding the status of the project, summarizing decisions taken and high-lighting issues to be resolved;
Participates in OMT/UN House Taskforce and UNCT meetings and briefs members on the status of the project as required.

Key Deliverables:

Where applicable, documented outcomes of negotiations between the UNCT and the Government;
A comprehensive RFP or tender;
A recommendation for a A/E firm, including the selection criteria used;
Documented outcomes of negotiations and communications between the UNCT and the selected A/E firm;
An inter-Agency MOU, signed by all participating UN Agencies;
An MOA, signed by the Government and the lead UN Agency on behalf of all participating UN Agencies;
More detailed cost estimates of the one-time capital investment on part of the UN system. These costs should be annualized;
More detailed cost estimates of the future rental rate, as well as operating and maintenance costs. These costs should be annualized;
More detailed cost estimates of the security measures recommended by DSS;
Regular progress reports to the UNCT, OMT/UN House Taskforce and TTCP;
Other pertinent information.

Construction Phase

Assists the UNCT in evaluating the technical aspects of bids, as required;
Oversees all stages of construction of the UN House/UN Common Premises, ensuring compliance with agreed technical drawings and specifications, as well as compliance with local legislation;
Assures quality control by checking all selected materials for construction/renovation are meeting the standards of the UN system;
Develops an accurate timeframe for all phases of the construction/renovation project, in close collaboration with the A/E firm. Anticipates possible time overruns and brings these to the attention of the UNCT and OMT/UN House Taskforce;
Tracks all financial aspects of the construction and brings to the attention of the UNCT and OMT/UN House Taskforce any deviations in costing;
Manages change orders. Anticipates possible change orders and brings these to the attention of the UNCT and OMT/UN House Taskforce, indicates ensuing cost and time overruns. Decision-making authority to accept/reject change orders lies with the UN system – the Project Manager acts as an intermediary between the UN system and the A/E firm.
Reports directly to the UNCT and acts as an advisory role to this team. The Project Manager is not vested with decisional authority for any issues and does not represent the UN system in discussions with third parties (e.g. Government, developers, contractors, etc.);
Prepares weekly written reports for the UNCT, as well as monthly progress reports for the TTCP, regarding the status of the project, summarizing decisions taken and high-lighting issues to be resolved;
Participates in OMT/UN House Taskforce and UNCT meetings and briefs members on the status of the project as required.
Tasks upon delivery of the UN House/UN Common Premises: Takes appropriate follow-up actions with the contractor/developer regarding the punch list of project items not meeting the UN requirements; oversees the commissioning of the building; supervises and assists where necessary with the testing of the building's systems, and taking appropriate follow-up actions with the contractor/developer as required; liaises with the Facility Manager regarding the commissioning of the building; verifies the accuracy of as-built technical drawings, plans and blue prints of the building and its installations; completes the 'Operations and Maintenance Support Information Scope of Work' (OMSI); assists the UNCT in drafting the Request For Proposal regarding the maintenance contract for the building.

Key Deliverables:

Documented outcomes of negotiations and communications between the UNCT and the selected A/E firm;
An accurate project timeframe, as produced by project management software;
An up-to-date budget analysis, including a detailed log of change orders and other deviations;
Regular progress reports to the UNCT, OMT/UN House Taskforce and TTCP;
Key deliverables upon delivery of the UN House/UN Common Premises: an up-to-date punch list of project items not meeting the UN requirements, accurate as-built technical drawings, plans and blue prints of the building and its installations; a completed 'Operations and Maintenance Support Information Scope of Work' (OMSI); and an RFP regarding the maintenance contract for the building.

Competencies

Partnering and networking:

Initiates and sustains relationships with key constituents;
Builds and sustains effective partnerships with UN agencies;
Advocates effectively, engaging others to take action in desired directions;
Communicates sensitively and effectively across different constituencies;
Seeks and applies knowledge information and best practices from within and outside the UN Country Team.

People Skills:

Recognizes and responds appropriately to the ideas, interests and concerns of others;
Builds trust and engenders morale by displaying open, transparent and credible behavior;
Respects individual/cultural differences;
Utilizes diversity to foster teamwork;
Ensures others' understanding of, involvement in, adaptation to a change process;
Sets clear performance goals and standards;
Executes responsibilities accordingly;
Provides and responds constructively to feedback (correction or recognition);
Self analyzes performance problems;
Seeks appropriate direction and support.

Corporate Responsibility and Direction:

Has strategic vision, strong technical and analytical capacities, sound judgment.

Organizational skills:

Has ability to handle effectively multiple tasks without compromising quality, team spirit and positive working relationships with all colleagues;
Ability to meet deadlines, problem solve, work both independently and as part of a team.

Communication:

Excellent written and oral communication skills;
Proficiency in office automation – word processing, spread sheets, database management and Internet skills;
Dependability and reliability, initiative and acceptance of needed responsibility;
Confidentiality.

Required Skills and Experience

Education:

Masters' degree in Architecture or Civil/Mechanical Engineering, Business Administration or Project Management .

Experience:

A minimum of five (5 years of progressively responsible professional experience in working with Government entities, developers, municipalities and contractors on similar projects. Background in developing countries with demonstrated strong project management experience & skills is preferred;
Experience with Quality Control of construction projects;
Background on One UN preferred;
A good knowledge of local real estate/construction market and pertinent legislation;
Experience in qualitative and quantitative research methods (key informant interviews and focus groups).

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.