Facilities Manager, International Real Estate

Facilities Manager, International Real Estate

Description

Do you want to build a career that is truly worthwhile? The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty and promoting shared prosperity. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges.  For more information, visit www.worldbank.org.
Global Corporate Solutions and Corporate Real Estate 

The World Bank Group’s Real Estate Team (WBGRE) plays a crucial role in supporting the World Bank Group legal entities (IBRD, IFC, IDA, MIGA, and ICSID) by developing and operating their real estate assets worldwide. WBGRE’s primary purpose is to provide safe, cost effective, sustainable, and functional real estate solutions, enabling business units to perform their work program in line with the WBG’s mission to create a world free of poverty on a livable planet. 

To achieve its purpose, WBGRE led by the Senior Manager is structured into 3 divisions: (i) HQ Real Estate Development & Management and (ii) Global Real Estate Development & Management and (iii) Global Strategy and Planning or Center of Excellent. WBGRE also acts as the Secretariat for the WBG’s Real Estate Governance Framework, including supporting the WBG Real Estate Governance process. WBGRE comprises 80+ staff, leverages over 500 contractors, and manages an annual capital investment plan of about $160 million globally. WBGRE works closely with the Bank’s regions managing more than 175 country offices. 

Job Description 

The Facilities Manager reports directly to the Regional Portfolio Lead who in turn reports to the Manager International Real Estate (GCSF3) and will be responsible for but not limited to managing facilities operations at the World Bank Group’s office in the Region. The position responsibilities include management and oversight of operations and maintenance of the buildings in the portfolio, including housekeeping, maintenance, electrical and mechanical engineering systems, and landscaping.  He or She delivers the work program under the direction of the Regional Portfolio Lead working closely with managers at all levels at Headquarters and Country Offices, internal business units and service providers, attorneys, real estate brokers, landlords, furniture, and equipment manufacturers, architectural, engineering and project management firms, and construction contractors.  The position is based in Kabul, Afghanistan.

Note: This position is subject to local recruitment and local compensation plan.

Duties and accountabilities include but are not limited to:

• Manage both in-house and outsourced technical, maintenance and cleaning contracted vendors, who will provide and coordinate all facilities requirements of the building, including housekeeping, landscape maintenance, WBG-owned equipment repair, as well as power, water and waste management.
• Ensure all WBG-owned building infrastructure equipment is maintained per the recommended Planned Preventative Maintenance (PPM) schedules detailed in WBGRE’s International Facilities Manual, and in accordance with manufacturers’ recommendations for all Bank-owned and installed equipment. This includes, for example, UPSs, HVAC systems, elevators, generators, electrical, voltage stabilizers, plumbing, fire detection/alarm/suppression systems, security and access control equipment.  
• Report all readings and other monthly data on a shared drive for oversight and recommendations by the GCSF3 Manager, and for inclusion in the Annual Facilities Management Report. 
• Manage and deliver on the WBG Sustainability reporting program. 
• Develop technical and statement of work specifications for contracted building and equipment maintenance services and participate in the evaluation and selection of bidders, e.g.  responding to bidder’s questions on Requests for information, Requests for Proposal, or other contract bidding processes as needed.
• Work closely with the Regional Portfolio Lead to report on monthly expenses, variances (budget vs. actuals). As required, attend and report at office management meetings. 
• Schedule and oversee contracted vendors in the coordination of multiple engineering operations, inspections, and preventative maintenance and fire/life safety programs. Inform and ensure security coverage in the compound and building areas scheduled for weekend work. Check on weekend work as needed.
• Review all contractor invoices and recommend payment. Submit accruals to accounting for delivered but unpaid works. 
• Develop annual building management budget estimates with the Regional Portfolio Lead.
• Oversee the Helpdesk function for reporting and tracking facilities-related user needs and resolution of reported problems.
• Coordinate required building management works and purchases under $50,000 using Corporate Procurement guidelines.
• Develop and coordinate procurement of equipment and services contracts valued at above $50,000 with the Regional Portfolio Lead and designated Corporate Procurement Officer
• Coordinate and closely collaborate with Regional Portfolio Lead and Corporate Procurement to ensure compliance with the Bank’s procurement standards for larger facilities purchases and contracts.
• Manage an asset replacement program for furniture, equipment and fixtures; conduct the annual physical inventory and provide updated information to the local Resource Management Officer for entry into the asset management database. Initiate annual asset disposal related to facilities out-of-order or junk items in coordination with the local management team.
• Ensure that all fire, life safety and security installations are in orderly working condition 100% of the time and tailor programs to be followed for periodic inspections and staff emergency drills. Plan and conduct the emergency drills, in coordination with the Country Security Specialist.
• Maintain a current portfolio of companies to be solicited for various Facilities Management procurement needs across the region.
• Oversee and coordinate an effective sustainability program to minimize waste generation and user impact on the environment; implement effective energy and water management programs to reduce the building environmental footprint.
• Deliver year-on-year process, budget, and delivery efficiency improvements as measured against previous years actuals and hold 3rd party integrated facilities management company to a +/-5% budget accuracy. 
• Provide Architectural, Engineering and/or design expertise as needed to review and approve minor interior configurations designs to ensure alignment with building systems and equipment, finishing standards and compliance with fire, fire and life safety codes, and to support contracted vendors in the management of Engineering operations, preventive maintenance and fire, life and safety programs.
• Coordinate and manage internal moves in coordination with local IT staff.

Selection Criteria

• A relevant Degree, preferably MA/MS or M. Eng. (Architectural, Mechanical or Electrical, or Structural Engineering, Facilities Management) and 5 years of relevant experience or equivalent combination.
• Thorough knowledge of building infrastructure and engineering systems, building codes, and other laws and regulations pertaining to building operations and maintenance. Structural engineering exposure is a plus. 
• Practical experience in managing building systems, with ability to inspect and, if necessary, train relevant staff for proper operational upkeep and general maintenance of installations.
• Demonstrated ability to prepare logistical plans, prepare technical statements of work, and specifications for services.
• Knowledge of sustainability principles in facilities management.
• Ability to handle facilities-related budget planning and management, including monitoring cost accounting and chargebacks and identifying unplanned activities or deviations from schedule or budget. 
• Ability to maintain systematic documentation of contract administration, operations and cost records to facilitate periodic contract audits by World Bank Group internal auditors. 
• Knowledge and experience with MS Office are essential; knowledge of MS Project, or equivalent project tracking software and AutoCAD (or equivalent) desirable. 
• Demonstrated ability to effectively and efficiently manage multiple and/or complex operational issues under minimum supervision.
• Excellent communication skills in English both verbal and written is essential. 
• Demonstrated leadership and supervisory skills to effectively manage outsourced building facilities staff and other teams to deliver integrated services.
• Effective interpersonal, communication and listening skills, excellent sense of client orientation, and drive for results.  Proven ability to diplomatically communicate with internal clients in the office and the World Bank Group headquarters at all levels as well as local government authorities regarding licenses, permits etc.
• Willingness to be available on a 24/7 basis in case of a major emergency, system breakdown or security issue.
• Willingness to travel regionally as needed.

Competencies: 
Client Orientation: Assumes responsibility and accountability for timely response to client queries, requests or needs, working to remove obstacles that may impede execution or overall success
Drive for Results: Works to meet deadlines and achieve agreed-upon results with the personal organization skills to do so
Teamwork and Inclusion: Collaborates with other team members and contributes to the team's work and output, demonstrating respect for different points of view
Knowledge, Learning and Communication: Actively seeks knowledge needed to complete assignments and shares knowledge with others
Judgment and Decision Making: Analyzes facts and data to support sound, logical decisions regarding own and others' work.

WBG Culture Attributes:

1. Sense of urgency: Anticipate and quickly respond to the needs of internal and external stakeholders.
2. Thoughtful risk-taking: Challenge the status quo and push boundaries to achieve greater impact.
3. Empowerment and accountability: Empower yourself and others to act and hold each other accountable for results.

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC including our values and inspiring stories.