Project Director, Headquarters Building Renovation, Bern

Org. Setting and ReportingWith 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. ResponsibilitiesUnder 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. CompetenciesProfessionalism - 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. EducationAdvanced university degree (Master's degree or equivalent) in engineering, architecture, quantity surveying or a related field from an accredited academic institution. Job - Specific Qualification1. 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 ExperienceAt least 12 years of international experience in two or more of the other areas covered by the position is required. LanguagesEnglish 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 for details).