This section aims at capturing data on the contractual agreements that exist for the premises. Contractual agreement can be added clicking on “Add contractual agreement”. Please note that parent agreements should be added first. For more information on parent agreements, please refer to Annex III.
Upload contractual agreement. Upload the contractual agreement document.
Name. Enter a name to designate the contract. It should uniquely identify the contract. (e.g. Lease agreement WFP-UNFPA).
Parent agreement (if relevant). To enter a contractual agreement, you should click on “Add contractual agreement”. Parent agreements should be entered first. A parent agreement usually occurs when a UN entity signs an agreement on behalf of one UN or other agencies based on an internal UN agreement (for example an MoU). The platform requires you to first fill in the parent agreement and then the inter-agency agreements that fall under the parent agreement (see Annex III for more information).
Agreement type. Select if the agreement is a Standard lease, Memorandum of Agreement (MoA) or Memorandum of Understanding (MoU).
MOA – Memorandum of Agreement is usually between the UN and a Government or external party.
MOU - Interagency Memorandum of Understanding – UN Entities sign an MOU detailing their share of responsibilities and occupation of a common premises. The lead agency is stated in the MOU.
Ownership document - Any written document certifying UN's ownership right over a piece of land, a building or a portion of it.
Lease - legal document between the UN and the building owner (other than the Government).
If the agreement is a sub-lease but not a MOA or MOU, you should select “Lease” and enter the parent agreement in the previous data field (see point 3).
Agreement status. Select between Draft or Final the status of the contractual agreement.
Draft should also be selected when it is not possible to provide a formal document certifying the right of a UN entity to occupy/use the building
Lease end date: Enter the lease end date when available. In case of open-ended agreements, please write the date as 12-31-2099.
Lease notice period: The maximum number or months (only composed of numbers without decimal or text) prior to the end date of an agreement to notify the landlord of intention to renew a contract.
Rent x market value. Please estimate if the rent is above market value, below or at par.
Lessor name. Select the lessor from the list. If the lessor cannot be found, then click on “Cannot Find Your Organization” and enter the missing lessor name. In that case, some other information will be asked: country, region/state, city, postal code and street.
Lessee. Select the lessee(s) involved in the contractual agreement. The list is prepopulated with the occupants included in the premises.
Lease services responsibilities. Specify the responsible party (Lessor, Lessee, Shared, Other) for each service mentioned (Utilities, Cashier, Internet provider, etc.). Select “Not applicable” if the service is not provided or not applicable to your situation. Note that shared responsibilities for a service means that the cost for the service is shared both by the lessor and the lessees.
The “Premises attributes” step allows to specify further information about the premises, about its occupants and about the contractual agreements linking them.
To enter data, the user should first select the premises for which data shall be entered on the “Premises” dropdown field at the top of the page (visual 26). Premises need to be validated in prior to this step. The dropdown field will only display premises validated in Step 2.
This step is composed of 3 main sections:
Premises-level data, asking more detailed information on the premises such as a description, the space and capacity, if there are any restrictions to host and the planned investments.
Occupant-level data, asking detailed information about the offices/occupants, such as space and capacity, office type, work modality, number of personnel per grade, costs.
Contractual agreements, asking information on the contracts linking the occupants of the premises.
Users:
The CPC and the Common Services Manager (CSM) of each premises enter premises-level data, verify the occupants list (add and delete occupants if needed) and complete the occupant’s level data. They also enter contractual agreements.
The Agency focal point (AFP) can add/delete occupants of its own entity and enters occupants' data for its own entity. An AFP also add contractual agreements, in general for its own entity.
Premises Level data is entered by the CPC or the Common Services Manager of the premises.
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/Building area is the area of the building or the portion of the building occupied by the UN Entity/ies. This area may or may not be listed in contractual documents such as Leases. In a government co-located premise/building enter only the portion of the building occupied by the UN Entity/ies. The Premise/Building Area excludes outdoor spaces such as gardens, outdoor parking, etc. It is entered in square meters.
Premises capacity is the number of desks/workstations in the premise, occupied and unoccupied.
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.
Government lease - When the UN holds a regular lease with the government and does not have a preferential rate.
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
Occupants Level data is entered by the CPC, the Common Services Manager or the Agency Focal Point
Organization. . Start typing the first letters of the organization and select the occupant’s organization from the dropdown list. Please allow a few seconds for the dropdown to load. If the organization is not shown in the list, select the “Cannot find entry” button below the data field to add a new organization.
Name. Add a name, that should combine organization name, office type and city, to uniquely identify the office (e.g., WFP-CO-Nairobi).
Office type. Select the office type from the dropdown. If the office type does not appear in the dropdown, select the nearest corresponding one. List of included office types can be found in Annex II. Excluded office types still need to be entered on the platform, however less information is required.
Office description. Add a short description of the office.
Common Services Manager. Select the UN Entity providing the service /or overseeing the service provision of building management and building services. There should be only one Common Services Manager per premise (please add one Common Services Manager for Single Premises as well). For Single Premises select the single only occupant as the CSM.
Restriction to relocate. Indicate, if any, important restriction to move the office to another premises. More than one restriction can be selected. If any restrictions are selected, a justification can be uploaded if available. Occupants who have selected any restriction to relocate will not be considered for consolidation projects.
Security restriction: secure compound with no potential relocating options
Operational restriction: located near government or facilities key to mandate/mission delivery
Contractual restriction: the office’s contract cannot be ended
Financial restriction: rent-free premises
Current work modality refers to working arrangements. Enter the work modality at time of completion, even considering Covid-19 impact such as:
Full physical presence whereby the staff member goes to the office every day
Remote working whereby the staff member works from home and may come to the office for meetings implying that he/she does not occupy a workstation
Hybrid modality meaning a partial remote working arrangement
Current number of desks per personnel. Enter the ratio of number of desks/workstations for the selected occupant entity in this premise per personnel. E.g., entering 0.8 means that there are 0.8 desks for 1 personnel, i.e., 8 workstations for 10 people. This number is between 0 and 1.
Office Space Requirements : Enter the current and the estimated future number of personnel (in the next five years) in the office for each level. The future number of personnel is usually based on the known staffing trends of the UN Entity or could be estimated at 2-5 % increase. Current and future number of personnel will be used in further analysis of space needs:
The sum of national and international personnel must match the sum of personnel number indicated in the “current personnel” column of the space requirements table.
The area calculated in the space requirements table is strictly for the working space. The “Additional space requirements” table displays the space needed for support functions (corridors, storage space, toilets, etc.), in accordance with TTCP guidance/policy.
Please note that the calculated figures are estimates based on the TTCP guidance/ policy and won’t necessarily match the exact situation for the premises occupied. The calculated figures will be used for identifying consolidation scenarios. For instance, the platform may calculate 500m2 for office area, while the actual situation in the premises is 450 m2 area.
Costs. Enter annual recurring costs (in USD) incurred by the office for building services in each category. The fields “Other” costs are used for all the ones not listed on the platform. In case of joint contracts, an estimation should be provided for each sub-cost with the total adding to the cost of the joint contract.
In case of a shared service, only the share of cost paid by this occupant should be included.
In case of joint contracts, an estimation should be provided for each sub-cost with the total adding to the cost of the joint contract.
In case the occupant is being paid by another occupant for certain building services, the cost entered should not include the share of the other occupants' cost. (E.g., if Occupant 1 is responsible for handing 100$ to the landlord for its share of the maintenance (70$) plus the share of Occupant 2 (30$), Occupant 1 maintenance cost should be 70$ (not 100$) while Occupant 2 enters 30$.
Notes: In case of a premise without any active occupant, please register the managing agency as occupant and indicate 0 for the number of personnel.
