Job Detail

</div>Facility Management Lead, GL - CIn strong support and close coordination with the Administration Team Manager, the incumbent will manage the Global Health Campus Facility management activities (Soft and Hard).



S/he is responsible of the global/well-functioning of the Global Health Campus premises jointly with our partner GAVI Alliance.



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



The incumbent reports directly to the Administration Team Manager. S/he will work closely with the rest of the team (Asset Specialist, Travel specialist, Senior Security Officer) and with Project teams where appropriate.



The incumbent will support the aims and objectives and assist the Administration Manager in the organization of high-quality services towards internal customers.



The incumbent is expected to operate autonomously and to escalate only complex and high-risk matters to the Administration Team Manager. S/he delivers a wide range of services critical to the daily operations of the Administration team.



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.



S/he manages 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). S/he produces advanced budget analysis and reports and s/he is responsible for the elaboration and implementation of regular and relevant budget optimizations.

Key Responsibilities

Under the supervision of the Administration Team Manager, 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-users’ 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.


• S/he is responsible for various Facility 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 Administration Team Manager in the contracting side of all building management obligations, especially in the Facility Management area. 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 department.


• 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.


• Determine and manage annual budget requirements and expenses related to the management of various Global Health Campus Facility services.


• 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 Asset Specialist on implementation of all GHC user’s needs in terms of relocation, furniture needs and intervention planning within the building.


• Act as Officer in Charge when the Manager, Administration Team is away and as Asset Specialist back-up when s/he is away.

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. 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 French. Knowledge of other languages an asset.

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

The Global Fund recruits top-tier talent for our open positions, in support of our mission to end AIDS, tuberculosis and malaria as epidemics.

 

Explore our vacancies and apply on theGlobal Fund Careersrecruitment system.

 

More information on working at the Global Fund is available on theCareerssection of our main website.

Job Posting End Date

06 November 2019