Head of FACILITIES

The position is located in the Internal Services and Administration Department (INTSERV), within the Management and Reform (MR) portfolio. INTSERV is responsible for the general management of facilities, environmental sustainability; safety and security; logistics and services, including printing, publishing and distribution, mail handling, diplomatic privileges. The position will be responsible for leading and managing the Facility Management Unit (FACILTIES) and the facility services provided at ILO Headquarters by a mix of in-house staff and external service providers. FACILITIES is responsible for the space management, upkeep, maintenance and operations of the headquarters building in Geneva and for the property management of all ILO offices. The portfolio of ILO offices consists of the headquarters building in Geneva, and approximately 61 locations outside Geneva and 144 project Offices. The position will provide support for the construction and acquisition of buildings and oversee the maintenance of all buildings and offices constructed, rented or owned by the ILO and the efficient provision and management of all related goods and services; deliver quality, safe, compliant and productive workplace environments with a high customer service. It will also coordinate activities with the ILO's HQ Renovation Project Team responsible for the headquarters renovation project. 

The position will report to the director of INTSERV. 
 

1. Prepare conceptual, policy and strategy papers for senior management and provide expert technical advice to senior management in the following areas: building and premises management, management of ILO owned buildings and lease management, construction and renovation projects, space planning, internal and outsourced facilities operations and service provisioning.  
2. Plan, manage and coordinate the work of FACILTIES. Establish priorities, develop workplans, assign performance parameters and monitor progress against these parameters. Provide guidance, feedback and coaching to staff. 
3. Manage the efficient delivery of facilities services in the headquarters building provided by a mix of in-house staff and external service providers. Give guidance for the design and implementation of quality standards, quality control and quality assurance for all FACILTIES services. Participate in negotiations with external suppliers to develop the appropriate contracts for services and set standards for quality control and monitoring the operational performance of service providers.
4. Lead property and portfolio management at headquarters and external offices. 
5. Manage and monitor the effective and efficient use of resources and assets allocated to FACILTIES. Determine staffing requirements, through the optimal mix of internal capacities and outsourced services.
6. Lead the development of preventive maintenance plans for Headquarters and external offices. Establish cost estimates for repair/renovation of facilities and systems to determine the feasibility of repairs or replacement, in support of budget plans. 
7. Oversee the management of building space allocation and lay-outs with a view to an efficient and rational allocation of all available space in the headquarters building. Manage the relationship and service delivery agreements between the ILO and the different tenants/occupants in the building.  
8. Supervise the staff responsible for managing the electrical installations and low voltage installations (security systems, telephony systems), the environmental sustainability officer and the implementation of ILO’s environmental sustainability strategy in ILO facilities worldwide. Supervise the Occupational Safety and Health Coordinator.
9. Supervise the contractor responsible for the maintenance and operations of the heating, ventilation, air-conditioning, plumbing and building management installations through the use of the service level agreements (SLAs) and related KPIs (Key performance indicators) and through the optimal bundling of services. Direct and supervise the work of external engineering companies, providing specialised technical studies in support of projects and operations.     
10. Perform other relevant duties as required.

These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:

1. Provide leadership and vision for the work unit.
2. Responsible for programme development and evaluation. Establish priorities and objectives for the work unit and organise resources to achieve the objectives.
3. Formulate the Programme and Budget proposals, and implement decisions that impact upon the cost-effective management of the department, programme or sector. Develop a variety of criteria to measure programme effectiveness. Supervise administrative services for a large department or sector.
4. Contribute as a strategic member of the management team and prepare documents of a conceptual, strategic and policy nature. Conceptualise, design and develop a range of services, tools and related support activities. Plan, organise and supervise the preparation and production of technical and administrative documents and/or major publications.
5. Provide policy advice on a broad range of matters including cooperative arrangements involving work activities between programmes, departments or sectors; personnel and financial matters; and quality control. Identify, analyse and document experienced gained from delivery of services, implementation of development cooperation and other developmental activities undertaken.
6. Plan and coordinate activities with other organisations and/or institutions.
7. Assess needs, design and implement activities in coordination with the field and constituents. Evaluate activities undertaken in the field and provide feedback. Coordinate development cooperation activities for a large department or sector.
8. Represent the work unit and the office in internal and external meetings as regards policy questions.    
9. Manage and coordinate large meetings or special events.

Advanced university degree in mechanical engineering, electro-mechanical or electrical engineering with demonstrated expertise of building related technical installations and systems.   

At least ten years of progressively responsible experience in a construction or facilities related function or role, of which at least seven years at the international level.

At least five years of significant managerial responsibility supervising both internal staff and external contractors in a client support environment, including the overall facility management and the responsibility for operations and maintenance of technical installations in large scale buildings.  
 

Excellent command of French and a good knowledge of English. 

In addition to the ILO core competencies, this position requires:

Technical Competencies:  

A thorough knowledge of different facets of facilities management; construction and building maintenance and logistics support. A good knowledge of regulations and legislations in construction and building operations; Knowledge of life cycle management, maintenance strategies and standards. Proven ability in contract management, budgeting and procurement activities. Excellent project management skills. Strong analytical skills, decision-making and problem solving skills. Ability to identify priority activities and assignments, to adjust priorities as required, foreseeing risks and planning for contingencies.  Excellent knowledge of financial rules and regulations. Seasoned knowledge of the Office’s policies, administrative procedures and practices. Excellent skills in programme development, execution, monitoring and evaluation. Proven skills and ability in advising and guiding staff on policies, procedures and practices. Demonstrated skills and ability in coordinating activities and formulating guidelines and policies. Excellent writing skills. Excellent communication and presentation skills. Negotiation skills. Computer skills.
Excellent supervisory, organizational and management skills. Demonstrated ability to develop, seek funding, implement and evaluate activities of the work unit/ programme or project. Tact and persuasiveness in dealing with people. Seasoned knowledge of the broad range of technical subject areas dealt with by the work unit/ programme. Demonstrated ability to effectively monitor and evaluate work programme and resources.

    
Behavioural Competencies:

High standard of integrity; Strong Leadership skills; Role models effective client oriented behaviour; positively promotes the need to respect clients and work in a client-centric manner; Fosters teamwork and communication within the unit/the department and with other departments/regions at headquarters and in the field. Ability to work in a multi-cultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and  attitudes.