The Facilities Management Section (FMS) is part of the Human Resources and Facilities Management Division (HRFMD), responsible for the Secretariat’s two buildings in central London that includes the Secretariat’s headquarters Marlborough House, a Grade 1 historic royal palace, occupied by some 250 staff, together with the Secretary-General’s official residence. The team comprises of 11 staff members and provides the full range of non-IT related building and facilities services to the Secretariat, including M&E maintenance, cleaning, security, official transport, office support services, environmental and Health & Safety management, conference, and event support along with space management services. It therefore plays an important role in the effective running of the Secretariat.
The post holder will be responsible for leading all activities related to the delivery of high performance in-house and outsourced Facilities hard and soft services to the Secretariat. The position will be responsible for managing accommodation needs, building projects, emergency and preventative maintenance procedures, relevant policy reviews, safety & security systems and sustainability programmes at a strategic level while overseeing the organisation’s ISO compliant Health and Safety and Energy Management systems The position works closely with all business areas, external government bodies and senior management as such, key to the success of the role are communication, relationship management and stakeholder management skills.
Responsibilities of the Head of Facilities Management includes (but is not limited to):
Property Management Services
- Proactively evaluate space demands for all workgroups and anticipate changes. Balance concerns of divisions versus those of the overall organisation, while considering the challenges of occupying a grade 1 listed building. Develop and present business cases to support change/investment to senior management;
- Develop and strengthen existing relationships with the Royal Household Property Services regarding Marlborough House buildings, grounds and capital plant assets;
- Provide property and facilities advisory services to the Secretariat’s small states offices in Geneva and New York as required.
Facilities Management
- Lead and manage the review and design of a FM strategy for a full range of in-house and outsourced services, identifying efficiencies in service delivery, VFM savings and outsourcing opportunities were appropriate;
- Lead the development of the Facilities Management business continuity plan as well as review and revise the Section’s risk management and control framework in line with best practice standards and organisational requirements;
- Work closely with the ICT team in the delivery of technology projects, therefore a good working knowledge of IT would be advantageous.
Health, Safety and Environmental Management
- Ensuring that Sustainability and the Secretariat’s ‘Green Agenda’ is a core element in all FMS business and decision-making and ensuring compliance with the organisation’s Environmental Policy in all operational activities;
- Monitor, manage and review FMS’s delivery of Health & Safety obligations to the Secretariat to ensure compliance with relevant regulations;
- Lead the development and on-going compliance with the Secretariats’ ISO 45001 Health & Safety Management system.
Financial and People Management
- Lead the formulation of the Section’s annual budget submission using trend analysis and incorporating all relevant forecasts and activity plans. Maintain and update the Section’s five-year budget plan flagging any variances;
- Effectively manage the Section’s budget by overseeing the monitoring of expenditure against forecasts ensuring that funds are spent appropriately, ensuring best value for money while complying with all relevant Secretariat policies;
- Provide strategic leadership for FMS including reviewing the Section’s resources and formulating and implementing a training and development programme for the section to equip and motivate the team in a changing environment.
Please refer to the Job Description for full details of the responsibilities of this position.
To be considered, applicants must meet the following criteria:
- A first or higher degree or equivalent qualification in facilities management or administration or management.
- Membership of the International Facilities Management Association (IFMA) and/or the Institute of Workplace and Facilities Management (IWFM) or any other internationally recognised Facilities Management Association.
- NEBOSH or IOSH Managing Safely qualified or equivalent.
- Minimum of 10 years’ experience, 4 of which must have been spent in managing property and facilities services at a senior level in a comparable high-profile organisation.
- Ability to operate effectively in a complex and diverse working environment and manage multiple work streams and conflicting strategic priorities.
- An associate membership of IEMA, qualifications in PRINCE 2 or equivalent Project Management qualifications is an added advantage.
- Experience managing either an OSHA 18001 or an ISO 45001 Health & Safety management system, ISO 50001 Energy Management or an ISO 14001 Environmental Management will be an added advantage.
Please refer to the Job Description for full details of the person specification of this position.
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To join us, you must be a citizen of a Commonwealth country.
Closing date: 5 May 2021, 17:00 BST