Project Director, Headquarters Building Renovation

Org. Setting and Reporting With its 192 member countries, the Universal Postal Union (UPU), a specialized agency of the United Nations, is the primary forum for cooperation between postal sector players. It helps to ensure a truly universal network of up-to-date products and services. Responsibilities Under the direct supervision of the DACAB Director, the incumbent will be responsible for the overall strategic direction, planning, design and execution of the building renovation project and accountable for the oversight and management of human, financial and technical resources. The project entails the preparation of a loan application to the Government of Switzerland and overseeing the project beginning to end through all relevant SIA stages, including, but not limited to tender and selection of architect, engineers and contractors, renovation of current building, temporary relocation of staff and tenants (if necessary), the reallocation and reorganization of office space, while arranging temporary accommodation that ensures business continuity of operations of the UPU during the renovation. From the project conceptualization phase starting with the initial study to the completion of the project is projected to take about 6 years. Provide strategic guidance for the efficient implementation of the project, technical knowledge and advice on areas relating to quality, costs and deadlines to ensure the Organization's objectives are met during the planning and construction renovation phases, including workplace modernization, sustainability, accessibility, security and organizational transformation objectives linked to the renovation project. The incumbent leads, directs, guides, coordinates and manages the project with a strong execution-oriented focus, while supporting governance processes, escalating key decisions to senior management and the Project Board, and ensuring effective coordination across directorates and with external stakeholders. 1. Formulate, implement and oversee the substantive work programme and activities of the building project, the Project Team, and consultants, including the establishment of project management, risk and control arrangements to ensure the project progresses on time, quality and within budget, while providing overall strategic direction and execution-focused leadership for the programme. 2. Oversee, plan and coordinate the loan application and the design and construction/ renovation activities including procurement management, scheduling, cost estimation, quality control, contracting strategy and administration; establishing and exercising appropriate controls in safeguarding UPU`s assets and interest throughout the life of the project, thereby ensuring effective utilization of UPU’s funds allocated to the project, and coordinating implementation in line with approved priorities and resource allocations. 3. Assist the Organization in the process of defining its needs and goals related to a modern, sustainable and easily accessible workspace and translating them into project requirements, leading the development of a state-of-the-art building design and renovation, the facility management modalities, the security mechanism and the mobility plan, with due attention to workplace transformation, modernization and business continuity needs. 4. Establish and maintain the Project Management Plan for site operations, project guidelines, policies, procedures and performance standards. Lead and implement the Project Management Plan in all phases of the Project. Review and recommend for the Project Board approval all design and construction/ renovation contracts, while supporting the governance framework of the project and facilitating escalation of matters requiring decision by senior management and/or the Project Board. 5. Manage and coordinate project costs such as bill of quantities as well as the validation and coordination with the Project Board and approval by the Director General (DG) of any variation orders to contracts and recommend resource allocation adjustments as necessary for effective project delivery. 6. Ensure that the project requirements are correctly incorporated in the deliverables provided by the main contractor, general planner, architect, engineers, other contractors (total contractor/general contractor) and stakeholders, by linking the actual and anticipated needs of the organization and the resulting technical requirements and specifications, and by consolidating institutional requirements across directorates. 7. Examine the risks at the technical and management levels, provide expert advice, prepare expert recommendations with a view to solving problems; update the risk log of the project and develop proposals to mitigate and reduce risks; and establish construction and project management methodologies, ensuring effective programme risk governance and mitigation throughout the project lifecycle. 8. Oversee the financial and administrative planning, necessary for the functioning of the project, including preparation of budgets, assigning and monitoring of performance parameters and critical indicators, and reporting on budget/programme performance. Assist and lead the Project Board in determining priorities and allocating resources for the completion of outputs and their timely delivery. 9. Sets up and supervises a cost control function to verify all cost estimates, reports, breakdowns, invoices, general conditions and labour costs. Reviews and approves quarterly project cost control reports and ensures budget oversight in support of sound project governance and delivery. 10. Coordinate work within the team, within UPU and with all stakeholders as appropriate, including local and federal authorities, such as Foundation for Buildings for International Organizations (FIPOI) and Federal Department of Foreign affairs (FDFA) financing counterparts, institutional stakeholders, maintains records of meetings, coordinate and provide adequate documentation for all renovation project meetings; prepare regular reports for the Project Board and relevant UPU bodies, including budgetary and project delivery issues and represent the Organization in high-level discussions and negotiations related to the project, as required. 11. Undertake information sharing and coordination of the needs assessment and planning of the project with all staff, thereby strengthening coordination across directorates and supporting consolidation of institutional requirements. 12. Review the deliverables of the relevant contractor(s), enforce adherence to the critical phases of the project and deliverables and ensure that programme activities are carried out effectively, and on budget and schedule through comparisons of the quarterly cost control reports (para 9 above) with matching project delivery reporting , and resolve complex implementation issues in coordination with the relevant internal and external parties. 13. Ensure high-quality standards of the outputs produced by the Project Team; ensure that reports are clear, objective and based on comprehensive data; provide substantive reviews of the work prepared by others and ensure that all outputs produced meet required standards to ensure they comply with the relevant mandates (SIA standards and local requirements of the building authorities), while providing authoritative advice and recommendations on project-related matters. 14. Anticipate problems and facilitate a solution to them when they arise; work upstream with contractors and internal stakeholders to identify problems as early as possible and propose solutions, including the resolution of complex issues requiring cross-functional coordination and decision-making support. 15. Prepare regular reports on the progress of the project both internally and to Member States including budgetary, programmatic and substantive issues, highlighting strategic issues, risks, decisions required and implementation status. 16. Assist the Project Board to operationalize the communications strategy, adjusting and refining communications internal and external communication processes and modalities as required to ensure delivery of key messages and appropriate change management practices, including communication relating to workplace transformation and renovation-related organizational change. 17. Perform such other duties as may be assigned. Competencies Professionalism - Takes responsibility for own actions and decisions, and for the consequences of these; - Produces and delivers high-quality results; - Drives change and improvement, continually searching for new ways to position the organization for success; - Ensures that knowledge and learning is shared across the organization and encourages staff to learn from each other. Ethics - Ensures that personal views and convictions do not compromise ethical principles; - Understands and behaves in accordance with the UPU's professional, ethical and legal framework; - Does not abuse power or authority vested by functions; - Respects commitments and promises made to internal and external partners; - Promptly confronts unprofessional or unethical behaviours and takes immediate appropriate action; - Maintains confidentiality and treats sensitive information with discretion. Taking responsibilities/results orientation - Seeks to achieve expected outputs within the agreed timeframe; - Ensures competent delivery with minimal supervision, even under pressure and with constantly changing priorities; - Keeps supervisors informed of challenges encountered and solutions found. - Quickly identifies issues and the right person to provide solutions, and shows strong client orientation in business dealings; - Explores the options for finding innovative solutions to improve work processes and results; - Remains focused and keeps morale high when faced with adversity; - Reallocates resources quickly and effectively when faced with unforeseen events. - Provides high-quality advice in their area of expertise; - Possesses excellent judgement and decision-making abilities; - Anticipates new trends, patterns and challenges, and identifies opportunities to promote the medium- and long-term goals of the UPU; - Encourages supervisees to think outside the box and to find creative solutions to problems. Working together/teamwork - Works collaboratively with team members to achieve results; - Shows respect to other members of the team, regardless of gender or of cultural, educational or religious background; - Seeks help when needed in order to achieve set goals; - Shares information on issues that may affect the team and respects confidentiality; - Accepts joint responsibility for the team's successes and shortcomings. - Encourages cooperation among staff within the programme and directorate and across the organization; - Collects and assesses information on a broad range of issues related to the team's work and seeks common solutions; - Encourages others to be innovative in order to improve outcomes. - Creates an empowering and motivating environment, encouraging team members to work together; - Delegates work appropriately, providing staff with the necessary support to meet their objectives; - Clarifies strategies and goals with supervisees and acts as a role model to foster enthusiasm and energy at work; - Ensures that knowledge and learning is shared within the programme and directorate and across the organization and encourages staff to learn from each other. Leadership - Encourages colleagues to share their views and takes time to understand and consider those views; - Is receptive to new ideas and working methods; - Adapts readily and efficiently to changing priorities and demands. - Shows commitment to the team's work and identifies trends and opportunities to improve existing processes and methodologies; - Builds and promotes internal and external partnerships that can provide information, assistance and support to the UPU; - Interacts with other directorates to create opportunities for synergies and resource optimization; - Fosters a trusting working environment by accepting and providing feedback to improve cooperation within the team; - Defines team members' priorities and motivates the team to achieve set goals; - Encourages staff to test new and innovative solutions for solving existing problems. - Demonstrates excellent judgement and decision-making abilities; - Demonstrates a high sense of political sensitivity; - Demonstrates strong representational abilities; - Demonstrates the ability to develop and implement a strategic vision; - Demonstrates the ability to understand the full complexity of a situation; - Demonstrates a high sense of integrity and impartiality. Team management - Demonstrates the ability to delegate responsibility, motivate and lead, and provide effective coaching and performance feedback; - Coordinates the activities of the team; - Delegates work efficiently within the team and evaluates the team's work in a timely and fair manner; - Clearly communicates work expectations and defines successful indicators; - Takes ownership of the team's problems and seeks sustainable solutions; - Recognizes team participation and rewards individual contributions; - Ensures a good planning of work and regularly reassesses priorities to ensure delivery of the expected outcomes; - Motivates team members to strive for excellence. - Aligns existing UPU projects with the strategy in place, providing clear guidelines for long-term projects; - Takes responsibility for the team's results and failures and encourages the team to always seek improvement. Education Advanced university degree (Master's degree or equivalent) in engineering, architecture, quantity surveying or a related field from an accredited academic institution. Professional certification or membership of chartered institutes is desirable. Job - Specific Qualification 1. Professional certification or membership of chartered institutes is desirable. 2. Professional experience and direct responsibility for planning and implementing large scale construction and renovation projects (USD 30 million and above), is required. 3 Senior level responsibility for resource planning and project management and experience in cost control or monitoring is desirable. 4. Work experience in the not-for-profit sector and working in an international environment is desirable. 5. Work experience with a Swiss contracting and legal environment is desirable. 6. Experience in leading complex, multi-stakeholder project implementation and governance processes is desirable. 7. Experience in using relevant IT systems such as Enterprise Resource Planning (ERP) and Project Management software is desirable. 8. Experience in liaising with governmental and diplomatic authorities as well as with national and international institutions is required. 9. Familiarity with financial and business administration is required. 10. Experience in due diligence and procurement processes is required. Work Experience At least 12 years of international experience in two or more of the other areas covered by the position is required. Languages English and French are the working languages of the United Nations Secretariat. For this job opening, English and French are required. German is desirable. 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). .headtable { font-family: arial, sans-serif; border-collapse: collapse; width: 100%; border: 1px solid gray; border-radius: 10px; overflow: hidden; } .headTitle { font-family: Arial, Helvetica, sans-serif; font-size: 16px; font-weight: bold; /*color: rgb(65, 98, 145);*/ color:black; } .headtable tr td, .headtable tr th { text-align: center; vertical-align: middle; padding: 6px; } .headtable th{ background-color: #F4F4F4; color: #002d62; font-weight: bold; text-align: center; vertical-align: middle; padding: 12px; border-right: 1px solid #ccc; } .headtable td { text-align: center; vertical-align: middle; background-color: white; border-top: 1px solid #ccc; border-right: 1px solid #ccc; } .headtable th:last-child, .headtable td:last-child { border-right: none; } .headtable tr:last-child td { border-bottom: none; } .rounded-table-wrapper { border-radius: 12px; border: 1px solid #ccc; overflow: hidden; } Required LanguagesLanguageReadingWritingListeningSpeakingEnglishUN Level IIIUN Level IIIUN Level IIIUN Level IIIFrenchUN Level IIIUN Level IIIUN Level IIIUN Level IIIDesirable LanguagesLanguageReadingWritingListeningSpeakingGermanUN Level IIUN Level IIUN Level IIUN Level II Assessment Applicants will be contacted directly if selected for written test. Additional testing/interviewing may be used as a form of screening. English and French are required. Working knowledge of German is an advantage (Project site in Bern). Special Notice - Annual salary:(Net of tax) 117,953 USD - Post adjustment: 90.7% of the above figure(s). This percentage is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation. - Type of contract: Fixed-term (Non-Core) appointment - Duration: Three years - Scheduled date for taking up appointment: As soon as possible - This is a non-core post. This position will be in full compliance with the "Rules governing non-core staff", which expressly exclude some international benefits (home leave, installation grant, education grant and eligibility to a continuing appointment). The selected staff will participate in the UPU Provident Scheme and will be insured together with their recognized dependents against the risks of sickness and accidents. This contract can be renewed if the services continue to be required in the future, the funds are available and/or the staff member's performance is satisfactory. However, this appointment does not automatically carry any expectancy of extension or renewal or of conversion to any other type of appointment. - French is the official language of the UPU. English and French are the working languages of the UPU International Bureau. - Priority shall be given for an internal promotion. - The UPU is committed to encouraging diversity within its workforce. Interested candidates from minority groups and/or with disabilities are encouraged to apply. All applications will be treated equally and in the strictest confidence. - Candidates might be considered for other similar posts (for a period not exceeding one year). - Candidates must ensure that they provide relevant contact details so that they can be contacted at any time, to prevent them from being excluded from the selection process. - The UPU is committed to securing the highest standards of efficiency, competence and integrity for its staff members. In this regard, candidates under serious consideration for selection may be subject to satisfactory background checks aimed at validating the educational and professional background records as indicated by candidates in their respective application forms. - At the discretion of the UPU, such background checks may also be extended to include criminal records, disciplinary measures, sexual exploitation and abuse, and professional license check validation. United Nations Considerations According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No Fee