Chief, Facilities Management (P3)

Background:

The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence- and security-building measures, human rights, combating human trafficking, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis.

The OSCE Secretariat in Vienna assists the Chairpersonship in its activities, and provides operational and administrative support to the field operations, and, as appropriate, to other institutions.

The Department of Management and Finance (DMF) is responsible for managing the material and financial resources of the Organization. The objective of DMF is to provide efficient and effective management of non-staff resources in support of OSCE programmatic activities. It provides policy guidance on the management of OSCE financial and material resources and develops and maintains OSCE Financial Regulations and Rules and Financial Administrative Instructions. DMF consists of Budget and Finance Services, Mission Support Section, Information and Communication Technology Section and the Information Security and Co-ordination Unit.  

The post is located in the Facilities Management Unit (FMU) with task to provide on-going daily support for functioning of the OSCE premises in Vienna, overall guidance to institutions and field operations on premises related issues. It includes providing technical assistance and advice of the design and implementation of various capital projects and related cost control in collaboration with program managers.

The OSCE Action Plan for the Promotion of Gender Equality is committed to further improving gender balance among staff in all areas and levels within the OSCE. Currently female staff in this field of expertise is underrepresented, and are therefore encouraged to apply for this opportunity.

Tasks and Responsibilities:

As Chief, Facilities Management, you will be responsible for: (a) ensuring effective and quality functioning of the OSCE premises in Vienna, including on deciding the most appropriate and cost effective technical solutions to ensure that the building regime of preventive maintenance is carried out in line with the requirements of the User Agreements; (b) providing guidance to OSCE institutions and field operations on premises related issues, including technical assistance and advice pertaining to the design, implementation and running of various capital projects in the area of facility management and related cost control in collaboration with Chiefs of Fund Administration (CFA), as well as actively monitoring the status of leases/premises contracts across OSCE and supporting the tendering/procurement processes for leases and construction projects in a technical capacity.

You will report to the Deputy Director, Department of Management and Finance, Head of Mission Support Section, while the Director of DMF will act as your second-level supervisor. 

More specifically, you will perform the following tasks:

1. Developing and maintaining OSCE-wide engineering, safety and environmental standards for buildings and premises to ensure a safe physical working environment, recommending necessary safety equipment and developing OSCE-specific manuals and guidelines for building engineering/maintenance in accordance with international civil engineering design and construction standards;
2. Planning and supervising of all routine maintenance and emergency repairs, including furniture, fixtures and fittings, working with outsourced contractors and in-house technicians. Undertaking all appropriate liaison with service suppliers and the Host Country to ensure that best value is achieved in the delivery of these services. Co-ordinating all construction and refurbishment related activities of OSCE rented facilities in Vienna and managing related projects;
3. Ensuring that OSCE rented facilities in Vienna are properly supported with appropriate utilities services including gas, water, electricity, sewage disposal, waste disposal and cleaning services;
4. Ensuring timely and efficient delivery of supplies, materials and consumables for General Services and Facility Management needs. Monitoring of stock levels for household and office supplies and initiating timely re-ordering. Performing delegated function of the budget holder for Facility Management related expenses for Vienna's located facilities;
5. Ensuring that departmental office layouts are designed to ensure that use of available space is maximized and encourages a productive and pleasant working environment. This includes development of planned schedule of replacement for all furniture, fixtures and fittings, costing of proposals, in line with the terms of the User Agreements with the host country, for proper budget planning;
6. Advising field operations on construction and installation works, the maintenance and repair of buildings, electrical power generation, water treatment, waste disposal, environmental control systems, helipads, warehouse premises, and other related facilities; preparing plans and design layouts for construction projects for fixed or pre-engineered buildings, ensuring that the relevant technical data is incorporated in the formal specifications and conducting preliminary site investigations to obtain field data for building site selection; reviewing budget estimates on the engineering related requirements;
7. Providing direct technical advice and support in implementing of technical projects related to facility. Assisting in the supervision of projects for construction and renovation works by assessing quality and implementation time lines. Assuming lead management responsibility for projects in the area of construction, facilities maintenance and technical refurbishments;
8. Liaising with other International/Governmental Organizations/Agencies and Institutes operating in the field of construction, buildings security and facilities management, including sharing resources, ideas and best practices in support of programmatic activities. Preparing and leading negotiations, as appropriate, to achieve the organizational objectives;
9. Developing and maintaining a central database of the OSCE premises and lease agreements. Participating in the meetings presenting the facility management/lease matter cases;
10. Performing other duties as assigned. 

For more detailed information on the structure and work of the OSCE Secretariat, please see https://www.osce.org/secretariat 

Necessary Qualifications:

• First-level university degree in building engineering or architecture with specialization in buildings engineering and operation or equivalent certification;
• Professional Facility Management Certification from a recognized international professional body (i.e. CFM) would be an asset;
• Professional certification in Health Safety and Environment would be an asset;
• Minimum six years of practical experience in technical buildings and facility management, including practical facility management experience for small/medium size organizations in an international environment;
• Experience in supervising construction projects and conducting procurement related to facility management would be desirable;
• Excellent written and oral communication skills in English and good knowledge of German; knowledge of other languages in the areas of OSCE field operations is an asset;
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
• Ability and willingness to work as a member of team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity;
• Computer literate with practical experience with Microsoft applications and Enterprise Resource Planning systems (ERP) systems.

Remuneration Package:

Monthly remuneration is around EUR 7,800, with the actual monthly salary depending on post adjustment and family status. OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund. Other allowances and benefits are similar to those offered under the United Nations Common System.

Please note that appointments are normally made at step 1 of the applicable OSCE salary scale.

If you wish to apply for this position, please use the OSCE's online application link found under https://vacancies.osce.org/. 

The OSCE retains the discretion to re-advertise/re-post the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration. 

Only those candidates who are selected to participate in the subsequent stages of recruitment will be contacted.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see https://www.osce.org/participating-states.

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.

Candidates should be aware that OSCE officials shall conduct themselves at all times in a manner befitting the status of an international civil servant. This includes avoiding any action which may adversely reflect on the integrity, independence and impartiality of their position and function as officials of the OSCE. The OSCE is committed to applying the highest ethical standards in carrying out its mandate. For more information on the values set out in OSCE Competency Model, please see https://jobs.osce.org/resources/document/our-competency-model.

The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period of service in this post is 7 years.

The mandatory retirement age at the OSCE is 65 years for contracted positions at the general service, professional and director level. The Organization shall apply an age limit of 63 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years. 

Please be aware that the OSCE does not request payment at any stage of the application and review process.