Specialist, Facilities Management

Specialist, Facilities Management - GL D In support and coordination with the Head, Business Financial Controlling & Administration (BGCA), the incumbent will manage the Global Health Campus Facility management activities (Soft and Hard).

They are responsible of the global/well-functioning of the Global Health Campus premises jointly with our partner GAVI Alliance. They manage the GHC Facilities team jointly with GAVI (30 non-staff members) and is responsible for the facilities team budget of approx. CHF 3.0 million (excluding the rent). They produce advanced budget analysis and reports and they are responsible for the elaboration and implementation of regular and relevant budget optimizations. The incumbent is responsible for ensuring these services operate effectively and for positive experiences for numerous internal and external clients (approx. 1’400 Global Health Campus users) in coordination with GAVI.

They lead and operates independently in a smooth and efficient manner and more broadly manages specific projects for the Administration Team in connection with various facilities matters, budget’s optimizations and development of innovative process for the Administration function.

The incumbent reports directly to the Head, BFCA. The incumbent will support the aims and objectives and lead the organization of high-quality services towards internal customers. They work closely with the rest of the Administration Team and with Project teams where appropriate. The incumbent is expected to operate autonomously and to escalate only complex and high-risk matters to the Head, BFCA. They deliver a wide range of services critical to the daily operations of the Administration Team.

Key Responsibilities

Under the supervision of the Head, BFCA, the incumbent will:

• Proactively develop/update comprehensive Facility Management policies from elaboration to implementation and services delivery, including Standard Operating Procedures, Service Level Agreements and operational guidelines, in coordination with Finance, IT and Procurement to align the organization onto best practices;

• Manage in coordination with our partner GAVI Alliance the day-to-day operations of the Global Health Campus (GHC) Facility Management Services as per the RACI in place and autonomously administer services in the best interest of hosted organisations for an optimal end-user experience;

• Manage and supervise the FM site Manager (external contractor) actions related to day to day activities, defines KPIs and ensures performances are met;

• Coordinate with the landlord’s representative and supervise the external FM service provider to ensure that all Facility Management hard services, schedules, repairs and maintenanceare effectively and timely managed, including CVC supervision systems, alarm systems, cleaning and utilities;

• Control that building defects are accurately identified, recorded, reported to designated contractors and keep track of progress and remedies;

• ProvideFacility Management soft services that include:

• All operational use and maintenance services. (cleaning, reception, handyman, etc.)

• Catering services

• Mobility services and policies;

• Manage and supervise the Facility, restaurant and Catering contract;

• Lead action plan meetings with various internal/external stakeholders;

• Manage high level staff requests and interact independently with team/department Heads and Managers to identify and resolve concerns or complaints related to all Facility Management services’ matters;

• Autonomously anticipate, identify and implement improvements in the Facility Management systems, standards and procedures;

• Proactively develop procedures to assess the Global Health Campus Facility Management systems for effectiveness and solicit client’s feedback;

• Assist the Head, BFCA in the contracting side of all building management obligations, especially in the Facility Management area;

• Manage with Gavi GHC facilities team performance based on agreed KPIs and report back on facilities service quality to the GHC partners and subtenants;

• Take part of the tendring process for all soft and hard services;

• Provide lead advice on all Facility Management matters to enhance effectiveness and reduce costs to the organization;

• Manage new projects, lead and elaborate RFP processes for the introduction of innovative Facility Management work streams and standards, in the area of Administration, and ensure projects are fully monitored and completed in line with the Global Health Campus users’ requirements;

• Survey innovative Facility Management practices outside the Global Fund, develop business cases (cost benefit and analysis) to validate relevancies to the organization and prepare plans to implement actions that will support relevant work streams within the Administration Team.

• Review/update Business Process within the Administration Team with the aim to introduce user-friendly, more cost-effective work flows, improving quality, service delivery and efficiencies in processes and procedures;

• Forecast Facility Management service requirements in collaboration with divisions/departments Heads and Managers to understand and anticipate GHC users’ needs;

• Generate accurate, periodic reports in a timely manner on issues relating to the management of the GHC premises;

• Manage all new building works related to the change of use inside the building (walls, doors, carpet, glass panels, ceiling, floors etc.);

• Collaborate with the Senior Security Officer on implementation of all GHC security and safety matters, including systems, plans, enhancements and procecdures;Collaborate with the Associate Specialist, Asset on implementation of all GHC user’s needs in terms of relocation, furniture needs and intervention planning within the building; and

Subject to change by the Executive Director at any time at their sole discretion.

Qualifications

Essential:

• Advanced university degree in Management & Business Analysis or equivalent

• A first-level university degree or certification in Management & Business Analysis or equivalent may be accepted in lieu of an advanced university degree if the applicant has five additional years in a related function in facility management performing similar tasks in the last 10 years

• Proficient in use of AutoCad

Desirable:

• Alternatively, a first degree and at least 10 years of relevant work experience in project, logistic and facility management in an international field

Experience

Essential:

• Demonstrated ability to deliver a consistent, trusted, fully accountable platform of administrative services

• Strong analytical and problems solving abilities

• Strong organizational, interpersonal, proactivity and coordination skills

• Demonstrated ability to deliver results in-time and under pressure

• Strong interpersonal skills, looking for collective and individual performance

• Source of proposal, solutions and results oriented. Strong listening skills and empathy towards teams

• Ability to interact with people of different nationalities, cultures and background, at all levels

• Knowledge of best practice

Desirable

• 10 years relevant experience in project, logistic and facility management, including some international experience

• At least 5 years leadership experience in a similar role

Competencies

Languages:

An excellent knowledge of English and preferably a good working knowledge of French. Knowledge of other languages would be an asset.

Organizational Competencies:

• Global Fund awareness and mindset level

• Service orientation level

• Drive for results level

• Collaboration level

• Interaction level

• Adaptability level

Functional Competencies:

• Analytical: Understanding of analytical techniques related to assessment of quantitative and qualitative information.

• Audit & Investigation: Knowledge of and attentiveness to any signs of ineffectiveness, fraud, corruption or abuse of human rights in the Global Fund’s operation.

• Business: Understanding of the organizational and business mechanisms; operating knowledge of pragmatic and practical solutions that help translating ideas into specific plans, goals and KPIs within the Global Fund.

• Due Diligence: Ensuring an appropriate spend of money by means of making informed decisions and initiating actions only after investigating all facts, conditions, rules, laws, regulations, financial considerations, or any other such matters.

• Finance: Knowledge / awareness of financial and accounting aspects related to the Global Fund’s services.

• Operational policy: Knowledge of Global Fund operational policies related to grant cycle.

• Project management: Knowledge of project management principles to effectively navigate change. Ability to structure & manage processes, plans, stakeholders, budgets and resources to achieve scope, quality, cost and time goals efficiently.

• Risk: Knowledge of the risk management process: identification, aggregation, mitigation, monitoring and reporting of the risks associated with a grant making organization that operates in high risk & challenging operating environments.

Technical Competencies:

• Thorough Knowledge and hands on experience in administrative systems, processes and logistics.

• Project management skills.

• Facility management

• Building management

• Business process Analysis

• Procurement skills (e.g. definition to specifications, sourcing, negotiation, contracting etc.)

• Project Management

• Budget Management

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Job Posting End Date

09 March 2022