Facilities Services Contract Officer

The position is located in the Facilities Management Unit (FACILITIES) within the Internal Services and Administration Department (INTSERV).  INTSERV is responsible for the general management of facilities, property and inventory; safety and security; printing, publishing and distribution; diplomatic privileges; travel and transport, use of public spaces and general internal services. FACILITIES is responsible for overseeing the construction, acquisition, deployment and maintenance of all ILO buildings and offices and provides and manages effectively all the required goods and services internally in this regard.

The position will support the Head of FACILITIES in the analysis, supervision and coordination of facility management service contracts with external service providers, ensuring quality control against key performance indicators and service level agreements, contract cost control, technical performance whilst seeking opportunities to implement best industry standards in terms of facilities service deliveries and operations.  The incumbent will also be responsible for planning and overseeing the activities of the loading bay and the management of the warehouse. 

The incumbent of this position will contribute to deliver quality, safe, compliant and productive workplace environments with a high customer service orientation ensuring the delivery of facilities maintenance operations.

The incumbent will report to the Head of FACILITIES.

1. Under the supervision and overall guidance of the Deputy Director of INTSERV, plan, control and oversee the services provided by external contractors, encompassing but not restricted to cleaning, pest control, waste management, exterior grounds maintenance, handymen and janitorial services, including the provision of supplies and equipment related to these activities. 
2. Support the Deputy Director of INTSERV with the development and implementation of initiatives to improve INTSERV service contracts and facilities management services at headquarters and in field offices.
3. Supervise the activities of the loading bay and the stationery warehouse; extend the warehouse activities to include the centralised management of furniture, small equipment and spare parts for building maintenance. Provide guidance and oversee the work of the internal support staff.
4. Plan and supervise the provision of stationery, water fountains, plants and decorations, signage and small equipment.
5. Assess existing operating procedures and update these where required to include sustainability, health and safety standards, feedback mechanisms to the helpdesk and clients and escalation mechanisms to management and external parties.
6. Supervise, track and report on supplier performance throughout the contract lifecycle to ensure that service providers and suppliers meet contract performance requirements in terms of quality, quantity, schedule, cost/price and invoicing. Identify, report on discrepancies and take corrective actions. Establish, evaluate, track and manage contract key performance indicators (KPIs). Prepare management dashboards containing the KPIs for all contracts. Draft terms of references and technical specifications including KPIs and service level agreements (SLA) for competitive bidding.
7. Analyse contract work plans and service levels. Participate in the identification of opportunities to reduce costs and increase efficiencies. Implement industry best practices and set up a system of continuous improvement.
8. Organise and coordinate workshops and meetings internally.  Organise regular coordination and review meetings with the service providers externally.
9. Liaise with clients to assess their service requirements and to plan and coordinate the service delivery. This includes the planning and coordination of handymen activities in support of high-level meetings taking place at headquarters.
10. Participate in meetings within the headquarters renovation project and other multidisciplinary projects within the area of responsibility.
11. Perform other relevant duties as assigned.

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

1. Oversee financial, administrative, and personnel matters and prepare plan of operations for the relevant work unit.
2. Draft text and prepare budget for Programme and Budget proposals.  Participate in the preparation of project documents submitted for external funding and prepare final budgetary reports on approved projects.  Prepare other reports and documents related to programme and financial matters.  Prepare correspondence related to finance, personnel or administration.
3. Control income and expenditure and prepare periodic analyses of the financial situation.  Verify monthly accounts and take corrective action, examine requests to incur obligations in light of availability of funds.   Verify invoices and approve payments.  Issue various documents related to financial transactions.
4. Supervise financial and administrative arrangements for official meetings.
5. Liaise with other departments to settle financial and administrative arrangements.
6. Administer staff movements.  Liaise with Human Resources Development Department on recruitment.  Administer contractual agreements, especially external collaboration.
7. Control purchase, inventory and maintenance of furniture, equipment and supplies.
8. Make travel arrangements and do calculations for missions.  May undertake missions to review financial and administrative matters of projects or to participate in the organization of seminars.
9. Review and analyse project implementation and progress reports to ensure outputs are in line with objectives and to judge need for reassigning material or personnel or suggest other measures to strengthen delivery.
10. Coordinate and organise workshops and meetings.
11. Supervise the work of administrative support staff.
12. Respond to programming and administrative questions and ensure necessary follow up.

Advanced university degree in facility management, office management, business administration, economy, social sciences, engineering or any related field. A first level university degree in these disciplines in combination with an additional 4 years of experience may be accepted in lieu of the advanced university degree.

Five years of experience in facilities contract management including supervision of cleaning, handy worker and handling services in large scale infrastructures, of which a minimum of three years of experience in an international environment. Experience in supervising service provisioning.  Experience supervising and monitoring the performance of external service providers; experience with tendering and competitive bidding. An experience in the set-up of a management warehouse system and an experience in the set-up and management of multi-services contracts will be considered as an advantage.

Excellent command of French and working knowledge of English.

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

Technical

Sound knowledge of financial rules and regulations. Knowledge of office’s policies, administrative procedures and practices. Ability to research and interpret various guidelines and policies for application to address difficult administrative related issues. Skills in problem solving and managing change. Good drafting and communication skills. Computer applications skills. Organisational skills. Ability to develop and monitor a budget of a programme or a project. Good knowledge of the work unit’s operations, objectives and technical field and ability to effectively monitor work programme and resources. Proven ability to analyse and optimise workplans. Good knowledge of standard office software. Effective client oriented behaviour. Ability to foster teamwork, collaboration and communication with different stakeholders Ability to identify priority activities and assignments, to adjust priorities as required, to monitor and adjusts plans and actions as necessary.

Behavioural
Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.