Glossary Building

UNIFIER
GLOSSARY
Office Building
Management Building Details
Building Name
System-generated attribute containing the type of office, location, and numeration of building
Building code
System-generated attribute containing the ISO code for the country, location, office type, and
numeration of building
Property type
UNHCR properties are Offices, Guesthouses, Warehouses, and Reception Facilities
Property Sub-type
Classification of offices as per the Handbook for designing field presence, May 2021
Region name
System generated
Country name
System generated
Ownership Status
Refers to the status of the premises. Either Owned, Leased, or Donated (MoA, MoU, on loan), and
usually free of charge or with a symbolic rent fee
Photos
Building photos must be provided. At a minimum, the main facade from the street view is required..
Approval of Procurement Review Authority

Confirmation of approval sought from the relevant Procurement Review Authority must be sought
from the relevant Procurement Review Authority: Representative/Head of Office/Chief of
Mission/Regional Bureau Director, Head of SMS, Sub-Local Committee on Contracts (Sub-LCC), Local
Committee on Contracts (LCC), Regional Committee on Contracts (RCC), or Headquarters Committee
on Contracts (HCC).
Attach the document/email that contains the meeting minutes
Submission Memorandum
Attach the document submitted to the relevant committee on contracts prepared by the local office
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UNIFIER
GLOSSARY
Office Building
Leasehold Form
Leasehold Form is an optional tool to outline all details of the lease and relevant expenses (associated
costs) in order to obtain a complete overview of the request. Attach document. Template can be located
on Intranet – Global Infrastructure Section intranet.unhcr.org/en/support-services/global-
infrastructure-section/facilities-support/tools-templates.html
Space Requirement Estimate

Space Requirements Estimate is an optional tool to estimate how much space is needed for an office
building. Attach document. Template can be located on Intranet – Global Infrastructure Section
intranet.unhcr.org/en/support-services/global-infrastructure-section/facilities-support/tools-
templates.html
Certificate of Occupancy (Building Compliance)

This is a formal statement from a registered building surveyor or authority that the building complies
with the applicable building standards. Attach documents. If no such formal statement exists, a template
can be located on Intranet – Global Infrastructure Section intranet.unhcr.org/en/support-
services/global-infrastructure-section/facilities-support/tools-templates.html or through local
municipality / government
Infrastructure Section Review

Refers to communication with Global Infrastructure Section. Memo/email(s) to be attached.
Location Name
Refers to the city/town where the building is present. It is system generated
Location Code
Refers to the city/town where the building is present. It is system generated by using the first three
letters of location
Address
Correct address to be inserted as per contract
Latitude & Longitude

GPS Coordinates of the building. If not known, the location picker can be selected for more options.
Type of Structure
UNHCR premises can be immovable (permanent building structure), movable (container) or both.
UNIFIER
GLOSSARY
Office Building
Building Gross Area (as per the Lease Contract/Agreement)

Building Gross Area is the total floor area inside the building envelope, including the external walls, but
excluding the roof. Here the building gross area occupied by UNHCR is required. Do include all movable
and immovable constriction area within the compound that UNHCR staff occupy, excluding open space,
shed areas, external waiting areas for refugees, garage, storage, transformer rooms etc. Do not include
the plot/land area.
Office Net Area

Office Net Area covers the immediate working space, such as desk, chair, file cabinet, and immediate
circulation that UNHCR staff occupies.
Number of Floors
Captures the number of floors that UNHCR staff occupy. In the case of shared premises, building
description and the number of floors of the building should be added to the description box.
Year Built
Provide an answer about when the building was constructed.
Security Clearance
Indicate whether the premises is cleared by Field Security Service (FSS) in support of Field Security
Advisor (FSA).
Certificate of Occupancy (Building Compliance)

A formal statement from a registered building surveyor, or authority, ascertaining that the building
complies with the applicable building standards. If no such formal statement exists, a template can be
found on the Intranet.
Building Insurance
UNHCR Buildings are either Self Insured or using Commercial Insurance. Article 14 of the UNHCR
Model Lease Agreement, or equivalent. Third-party claims for personal injury, loss, illness, death, or
damage to the property. For this, UNHCR may insure (take out commercial insurance) or self-insure
against such risks. Note: Self-insured means that UNHCR does not take out/purchase insurance from a
carrier but rather "insures itself" and thus accepts the risk.
Is the building located in a seismically active region and possession of a Seismic

Certificate in place?
Seismic Certificate = Evaluation by UNHCR Field Security Service Experts
UNIFIER
GLOSSARY
Office Building
Completion of Blast vulnerability assessment and measure mitigations in place

Assessment = Evaluation by UNHCR Field Security Service Experts
Maintenance
Annual cost in USD. May include preventive maintenance: e.g., equipment, generators; plus, corrective
maintenance: e.g., minor repairs.
Services: Power Supply, Water Supply, Gas Supply, Telecommunications, Security,

Cleaning, Garbage
Provide the annual cost in USD. In case its covered with the rent please insert a value of 0 USD. And
describe the circumstances in the cost remarks description box.
Improvement works (since moving in)

Cumulative cost in USD. May include works such as renovations, rehabilitations, restorations,
refurbishments, remodeling, alterations and constructions.
Improvement works (planned)

Expected total cost in USD for works such as renovations, rehabilitations, restorations, refurbishments,
remodeling, alterations and constructions.
Compound Name
Also termed the Site, Plot or Campus where the building is located.
Shared Premise
Co-location of any kind with at least one other entity (e.g., a local government agency, private
company).
Common Premise
Co-location with at least one other United Nations entity present in a country (e.g., IOM, UN-Habitat,
UNDP, etc.).
Compound Area
Termed the Site, Plot or Campus. It is the total area of a parcel of land within the boundaries of the site
title, usually surrounded by a fence. The land may consist of hard landscaping (e.g., concrete, asphalt,
pavement, gravel), soft landscaping (e.g., lawn, trees), or a combination. It is NOT the gross floor area of
the building.
UNIFIER
GLOSSARY
Office Building
Auxiliary buildings
Auxiliary buildings refer to any standalone buildings other than the main building.
Work Modality
UNHCR work modality can be physical, remote or hybrid
Total number of personnel

Refers to the number of employed staff and affiliates who needs dedicated workspace included but not
limited to (JPO, consultants, IUNV, UNV, UNOPS, partners, etc.) in the area occupied by UNHCR.
Is the office space adequate for the number of staff

About 15%...25% more or less than the adequate number of workstations would imply that the office
space is overcrowded or underutilized. For example, many workspaces are not used or, by contrast, due
to space constraints, too many workstations are crammed together, desks are placed in corridors,
prefabs are set up to accommodate more staff, etc.
Number of desk/workstations
In case of underutilization, estimate how many worktables are unused. In case of congestion, estimate
how many desks are lacking for an adequate space allocation.
Occupancy Remarks
Describe any planned changes that may significantly affect the current occupancy and availability of
workstations.
Validity start (Commencement Date), Validity end (Expiry Date),

Restoration Obligation, Diplomatic Clause
This information is coming from the building details form from the Lease module. The information will
be auto populated once the information is provided in the Lease module.
Sustainable Building Level, Sustainable Classification Date, Sustainable Building

Points Earned
This information is coming from the building details form in the Sustainability Management module.
The information will be auto populated once the information is provided in Sustainability Management.
UNIFIER
GLOSSARY
Office Building
Accessibility & Inclusiveness Building Level, Accessibility Classification Date,

Accessibility Points Earned
This information is coming from the building details form in the Accessibility & Inclusiveness
Management module. The information w ill auto populated once the information is provided in
Accessibility & Inclusiveness Management.
Wheelchair friendly, Visual Impairment friendly, Hearing Impairment friendly

User provides short yes/no answers helping the HQ team understand if the building has enough space
for a wheelchair, braille signage, audio system available, and visual signage available.
References
The INS Code, Pcode, UN Info, and DSS code will be updated by the HQ Admin and is for the
validation of a building with previously used databases.

Glossary Building

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UNIFIER

Approval of Procurement Review Authority

Space Requirement Estimate

Certificate of Occupancy (Building Compliance)

Infrastructure Section Review

Latitude & Longitude

Building Gross Area (as per the Lease Contract/Agreement)

Office Net Area

Certificate of Occupancy (Building Compliance)

Is the building located in a seismically active region and possession of a Seismic

Completion of Blast vulnerability assessment and measure mitigations in place

Services: Power Supply, Water Supply, Gas Supply, Telecommunications, Security,

Improvement works (since moving in)

Improvement works (planned)

Total number of personnel

Is the office space adequate for the number of staff

Validity start (Commencement Date), Validity end (Expiry Date),

Sustainable Building Level, Sustainable Classification Date, Sustainable Building

Accessibility & Inclusiveness Building Level, Accessibility Classification Date,

Wheelchair friendly, Visual Impairment friendly, Hearing Impairment friendly

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