Project Coordinator (Project Post), P3 at United Nations Office at Nairobi (UNON)

Responsibilities
GENERAL COORDINATION AND MANAGEMENT:

•  Supports the leadership of and contributes to specific major change management and outreach activities required as part of the flexible workplace component of the replacement of office blocks A-J project;
•  Serves as the focal point for all the change management and outreach activities;
•  Develop and implement a customized, focused and responsive change management programme that will enlighten staff members and ensure business disruption as a result of the changes are kept to the absolute minimum;
•  Develops the project briefs/ terms of reference in line with section management and or other relevant UNON client departments (if decided, prepares the required procurement related documentation for tender for external consultants);
•  Prepares (or works with externally appointed consultants to) design concepts in line with the individual project briefs provided. Develops a basic cost plan, project program/ schedule and prepares any graphic presentations of the design concept;
•  Liaises with other UNON departments, the on-site contracted service providers and as required with related disciplines such as UNON externally appointed project consultants, i.e. engineering/ cost estimation services and UNON in-house electrical/ mechanical specialists and ICT providers to ensure proposals are completed to international standards and best practice;
•  Translates (or with the externally appointed consultants to) design concepts into and prepares technical/ construction drawings including layouts, details, schedules and in conjunction with related disciplines, specifications, bills of quantities and cost estimates to sufficient level for tender and construction purposes;
•  As necessary supports the tender process, attends bidders conferences, prepares meeting minutes and as part of the UNON committee evaluates bids received;
•  Plans and programs (or works with the externally appointed consultants to) the renovation and refurbishment works to facilitate smooth running of the project and compliance with project deadlines, liaises with the appropriate UNON functions regards relocation, decanting, swing space, disposal, etc.;
•  Liaises with the appointed contractor and relevant internal UNON departments regarding site access, security arrangements, personnel and delivery clearances, receiving and inspection;
•  Monitors and supervises works (or works with the externally appointed consultants to) on site to ensure compliance with projects drawings, bills of quantities and specifications. Undertakes inspections, holds and prepares site meeting minutes, issues instructions and ensures works are completed according to schedule on time and to the required standards of workmanship and finish;
•  Maintains project records including contractual, correspondence, meeting minutes, site progress reports, change orders, shop/ as built drawings, samples, valuations/ interim payments and final accounts, etc.;
•  Reviews progress valuations/ interim payments. Ensures adherence to the approved project budget, contractual requirements and change order procedures. Reviews and reconciles project final accounts;
•  Manages and ensures completion of project close out documents, as built drawings etc. Prepare snag lists, monitors and ensures rectification of any snags or defects in good time.

PROJECT SPECIFIC COORDINATION AND MANAGEMENT:
Change Management and Communication outreach:

•  Systematically define a roadmap and communication strategy for the awareness, implementation and realignment of business activities;
•  Develop and carry out customized individual and group training, awareness and coaching sessions that meets staff need and identified priorities;
•  Ascertain and collate feedback on all ongoing initiatives and apply any lessons learnt to subsequent change management initiatives; and
•  Maintain and sustain high level staff motivation amongst the UN agencies, funds and programmes affected by the changes;
•  Develop and implement direct and indirect communication to all staff and users affected by the change initiatives. This involves setting up and running townhalls, group and individual meetings both virtual and one to one; that provides project awareness and update on project progress;
•  Design and implement communication materials and content in different forms of medium such as email blasts, posters, short video clips, interviews, infographics, podcasts etc;

Interior Architecture, Furniture, Fixtures and Equipment (FFE) design concepts:

•  Executes detailed studies for the renovation of specific areas of the existing buildings and new facilities such as the outdoor office pods, redevelopment and repurposing of the existing buildings and including development of interior concepts, space planning, drawings of plans, sections and technical details, integrating environmental initiatives and modem technologies;
• Coordinates and checks the work of interior design, architectural and engineering consultants;
•  Renovation and Refurbishment/ Upgrade projects:
• Executes detailed condition surveys and uses this as basis for developing periodical maintenance plans;
• Coordinates and checks the work of interior design, architectural and engineering consultants;
•  Design services related to new build, the renovation and refurbishment / upgrade works:
• Studies interior, architectural and space planning solutions with consultants and specialized companies;
• Prepares preliminary design and feasibility studies and makes cost estimates;
• Drafts scopes of work, bills of quantity, technical specifications and cost estimates;
• Sits in technical panels for the evaluation of technical bids and proposals;
•  Site supervision related to the renovation and refurbishment/ upgrade works:
• Supervises construction and renovation works executed by contractors;
• Monitors quality of contracted services and the respect of time schedules;
• Prepares reports and checks payments;
• Coordinates works of various contractors and in-house service teams;
•  Coordination with other UN departments such as Procurement, Facilities Management, Property Management, Budget & Finance, ICT, Safety & Security, etc;
•  Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting;
•  Performs other duties as required.

Competencies

• PROFESSIONALISM: Demonstrated knowledge in architectural, change management and communication and Interior Design knowledge related to planning development, design, construction and space planning and management. Demonstrated knowledge in computer-aided design software. An understanding of theories, concepts and approaches relevant to particular sector, functional area or another specialized field. Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to conduct data collection using various methods. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet and other databases. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• CREATIVITY: Actively seeks to improve programmes or services. Offers new and different options to solve problems or meet client needs. Promotes and persuades others to consider new ideas. Takes calculated risks on new and unusual ideas; thinks "outside the box." Takes an interest in new ideas and new ways of doing things. Is not bound by current thinking or traditional approaches.
• 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.

Education

• Advanced University degree (Master's degree or equivalent) in architecture, project management interior design or another related field, is required. A first-level university degree in the mentioned fields in combination with two (2) additional years of qualifying work experience may be accepted in lieu of the advanced university degree.
• Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience

• A minimum of five (5) years of progressively responsible experience in design, supervision of construction works, building renovation and refurbishment, space planning and management is required.
• Experience in design, technical specification, preparation of bills of quantities and related estimates for building interior works is required.
• Experience in supervising multi-disciplinary construction teams is required.
• Working experience in, and knowledge of the local market in Kenya is required.
• Experience in using AutoCAD, Revit or other similar 3D related software is required.
• Experience working with the UN or other similar international organizations carrying out related duties, is desirable.
• 2 years or more of experience in data analytics or related area is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.