5.4.2 Premises level data
Premises Level data is entered by the CPC or the Common Services Manager of the premises.
Fields Index
Description. Enter premises description, to uniquely identify the premises, its status (temporary or long term), occupants and office types (e.g. UNICEF CO premises hosting UNDP project and UNIFEM CO).
Government co-located. When a UN entity is located within a government building housing both government offices and UN offices.
Government managed. Only visible if Government co-located is set to “Yes”. Select if the premises is managed by the Government.
Premises space is the gross area of the portion of the building occupied by the UN Entity/ies. It is the area listed in the contract documents such as leases.
Premises capacity is the total accommodation capacity of the building/compound occupied by the UN entity/ies which translates into the number of workstations.
Premises Ownership. The options for the ownership situation are:
UN Owned – The UNS or a UN entity owns the building
Nominal Lease (Government) – When the Government provides a building for a nominal rental fee (e.g., 1USD/year)
Nominal Lease (Commercial) – When the UN pays a nominal rental fee to a landlord
Nominal Lease (Other) – When the UN pays a nominal rental fee other than to the government or a commercial landlord
Donated right to use – Rent free building provided by the Government
Commercial lease at a preferential rate – The UN occupies the building at a discounted rental rate compared to market prices at the time of signing the lease agreement
Commercial lease - The UN occupies the building/compound under an agreement/lease with a landlord
Lease to own – The UN occupies the building for a rental fee for a fixed period of time after which the ownership of the building is transferred to the UNS/UN Entity
PPP Agreement – Occupation of the premises is on the basis of a Public Private partnership Memorandum of Agreement whereby the UN entities repay the capital investment cost for an agreed time after which it enjoys a zero cost occupation for an agreed period of time or as long as the UN operates in the country. The UN however does not acquire ownership of the building/premises.
Partial UN ownership – The UNS or a UN entity owns part of the building
Restrictions to host. Indicate, if any, important restriction to accommodate another entity in the premise. More than one restriction can be selected. If any restrictions are selected, a justification document can be attached if available whereby the UN Entity confirms in writing (can be an email or note) of inability to accommodate another UN Entity in the premises. Premises selecting any restrictions to host will be removed from any potential consolidation projects.
Contractual restriction: rent-free premises limited to one single UN agency.
Security restriction: restricted access measures unsuitable for all types of offices (e.g. public access, access for people of concern).
Operational and functional restrictions could refer to any reason pertaining to the functionality of the premises or the operations being carried out that prevents co location with other UN Entities e.g., A vaccination office may not be able to accommodate another UN Entity in their building
Planned investments. Planned investments are capital maintenance or refurbishment planned on main building components such as roof, exterior, infrastructure or interior, e.g replacement of electrical systems. Planned investments go beyond regular or adhoc maintenance. Select “Yes” if there is such investment planned, and enter the amounts. Total investment amount is a mandatory field, while the breakdown is optional, to be provided if available.
Note: “Premises type” (visual 29) (Single Premises, Common Premises, government co-located or out-of-scope premises) is automatically determined by the system based on the information provided for each occupant (Visual 30). Premises are defined as a Common Premises if it hosts at least two offices from different agencies, in line with TTCP+FS guidance. Please refer to section 1.2 for more details.
Compounds are attributed to a type depending on the organizations and offices type located on the compound (Visual 31):
Common Premises Compound: occupants of more than 1 organization are located on the compound
Government co-located Compound type is: UN occupants are located within a government compound
Single Premises Compound: occupants of only one organization are located on the compound
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