Overview
The role involves coordinating facilities management services, including supervising outsourced contractors and a team of project assistants, to ensure the effective operational management of IEA facilities.
Key Responsibilities
- Contribute to the definition and implementation of the Facility Management outsourcing strategy and procedures.
- Coordinate a small team of two Project Assistants.
- Prepare and monitor a multi-year maintenance and assets replacement plan.
- Manage projects on occupied premises from definition to handover.
- Ensure that the record of completed works and technical databases are kept up to date.
- Oversee all hard and soft office facility services contractors.
- Provide regular project status updates and draft presentations.
- Oversee Facilities’ related IT systems and track customer satisfaction.
- Participate in Facilities’ related procurement processes.
- Coordinate, schedule, and supervise subcontractors.
- Oversee framework contracts.
- Manage the reception and formal acceptance of goods and services.
- Provide statistics and contribute to the monitoring of operational key performance indicators.
- Ensure all contractors comply with fire, security and health and safety requirements.
- Plan the preparation and execution of fire evacuation exercises.
- Plan the fire, health and safety training programme.
- Regularly review and update the Security plan.
- Participate in the reviews of the Crisis Management Plan.
- Regularly review and update CBS Buildings Sharepoint site content.
- Assist in events’ billing.
- Assist in other activities of the Unit and replace other Facilities colleagues in their absence.
Required Experience
- At least five years’ proven experience in Facilities or Buildings’ related activities executing projects, managing operational teams and supervising outsourced contractors (e.g. cleaning, security, technical maintenance, works, health and safety…).
- Proven experience in procurement (i.e. public or private call for tenders, technical specification...), building and maintenance contract practice with an understanding of the need to achieve value for money and accountability.
- Good knowledge of French Buildings’ codes and regulations as well as of Health and Safety regulations.
- Good knowledge of French asbestos regulations would be an asset.
- Experience working in a multicultural and diplomatic environment would be an asset.
Qualifications
Post secondary education (University degree preferably) in buildings or facility management, engineering, architecture or another relevant field.
