Premises Associate

Role overview

This role sits within the UNDP Office of General Operations and supports oversight of premises matters across country offices, regional hubs, and headquarters. The position focuses on reviewing premises cases, legal paperwork, compliance checks, database upkeep, reporting, and knowledge-sharing activities tied to UNDP’s global premises portfolio.

The vacancy is open to UNDP/UNCDF/UNV staff on permanent or fixed-term appointments of any nationality. External candidates must be nationals of an EU Member State, Iceland, Liechtenstein, Norway, or Switzerland.

The successful candidate will work under the guidance of the Operations Analyst and collaborate closely with the global premises team on business cases and related legal agreements submitted by country offices. The role requires strong client service orientation, solid analytical ability, careful attention to detail, and comfort working with people from varied cultural backgrounds.

UNDP expects staff to contribute across teams and functions in a collaborative, multidisciplinary environment. The role also supports corporate oversight of the organization’s premises portfolio and common premises arrangements worldwide.

Key responsibilities

The associate will help ensure that premises management processes run efficiently, with particular attention to case review, compliance, tracking, and documentation quality.

• Examine business cases and proposals for both new and existing premises to confirm alignment with UNDP’s space, security, legal, financial, and operational standards.
• Review draft leases, memorandums of understanding, memorandums of agreement, and amendments, flagging inconsistencies and potential risks and offering practical feedback.
• Support negotiations by providing the team with inputs on key standards and areas of risk.
• Help maintain the UNDP premises database and serve as an alternate focal point for it.
• Support compliance with UNDP rules, regulations, policies, and strategies related to premises work.
• Coordinate with country offices, regional hubs, regional bureaux, business management support units, and other UN entities as needed.
• Carry out quality checks on premises submissions, including common premises business arrangements, lease drafts, MoUs, security clearances, and funding confirmations.
• Act as a first reviewer before cases are escalated to Legal, Office of Financial Management, or senior global premises staff.
• Track premises contracts and help ensure deadlines for renewals, amendments, and notice periods are met by country offices.
• Monitor adherence to premises standards such as minimum space requirements, cost-sharing methods, and governance arrangements.
• Support administrative and financial control work within the team.
• Collect background information and prepare briefing materials for the Task Team on Common Premises and Facilities Services when requested.
• Assist with presentations, dashboards, and portfolio analytics for business management and office operations teams.
• Maintain calendars and trackers for the global premises pipeline, including active cases, renewals, common premises projects, and construction initiatives.
• Review and analyse data in the UNDP Premises Database.
• Prepare reports on country office premises, common premises arrangements, and cases handled by the office.
• Contribute to knowledge-sharing efforts on premises guidance, tools, and materials.
• Support training and capacity-building sessions on premises tools, standards, and processes.
• Draft guidance notes and standard operating procedures.
• Support process mapping and internal SOP development to help country offices apply policy and operational requirements for premises management.
• Provide guidance to stakeholders and assist with training on acquisition, renewal, and termination procedures.
• Carry out any other duties needed for the effective functioning of the office and organization.

Requirements

• Secondary education is mandatory.
• A bachelor’s degree in commerce, business, public administration, or another relevant field is an advantage but not required.
• At least 6 years of relevant experience with secondary education, or at least 3 years with a bachelor’s degree, in operations, administration, premises/facilities management, or related support work.
• Practical experience using computers, office software such as MS Word and Excel, data tools, and web-based management systems such as ERP.
• Experience working with SharePoint or similar records/web-based management systems is required.
• Experience reviewing and managing leases or other premises/facilities agreements is desirable.
• Exposure to the UN system is desirable.
• Experience supporting administrative and financial control processes is an asset.
• Experience delivering training or capacity-building on premises tools, standards, and processes is an asset.
• Experience drafting guidance documents and standard operating procedures is an asset.
• Fluency in English is required.
• Fluency in German is required.
• Working knowledge of French and/or Spanish is desired.

Competencies and working style

The role calls for someone who can manage their own work carefully and deliver on time, solve problems pragmatically, adapt to change, learn continuously, and build effective partnerships. A strong service mindset, sound judgment, and the ability to handle ambiguity are important.

Additional information

This vacancy is intended for internal and external applicants who meet the eligibility conditions above. The organization emphasizes equal opportunity, non-discrimination, and an inclusive workplace.

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination, or abuse of authority. Selected candidates will be subject to applicable checks and are expected to follow the organization’s standards and principles.

For fixed-term appointments longer than one year, continuation beyond the first 12 months depends on successful completion of a probationary period.

UNDP may appoint one or more candidates from this vacancy and may also keep applications on file for similar roles at the same grade level with comparable requirements.

Applicants are advised to follow UNDP guidance on responsible use of AI in the recruitment process.

UNDP never charges a fee at any stage of recruitment.