Facilities Management Engineer

Organizational context

The International Fund for Agricultural Development (IFAD) is an international financial institution and a specialized United Nations agency dedicated to eradicating rural poverty and hunger. It does so by investing in rural people. IFAD finances programmes and projects that increase agricultural productivity and raise rural incomes, and  advocates at the local, national and international level for policies that contribute to rural transformation.

Post's organizational accountability

The Administrative Services Division (ADM) provides a series of high-quality critical client-oriented services to support the Organization's core activities at HQ and ICOs and facilitate day-to-day business operations in line with internationally accepted best practices. This includes the provision of sustainable, customer-oriented, cost-effective and efficient administrative services. ADM's services encompass Security, Facilities Management, Travel and Visa, Privileges and Immunities, Procurement, Insurance, Shipping, Asset and Inventory Management, Records Management and Archives, Mail Distribution, Printing, as well as environmental sustainability and greening activities and related reporting.

The Facilities Management Officer has the capacity to implement complex principles, guidelines, models and methodologies to meet emerging technical needs and to support the continuing relevance of the team’s capacity to provide technically competent facilities management services support to client departments across the Fund.  Assignments typically require a case-by-case analysis into procedures, techniques, materials and/or equipment to meet special, evolving needs, which also includes research into and identification of administrative precedents.

The accountabilities/key results include:

• Contract Management and Business Partner Facilities Management Expert
• Program Planning and Implementation
• Facilities Management Advocate
• Sustainability Management
• Managerial Functions

S/he works under the overall strategic, policy and management guidance of the Director, Administrative Services Division (ADM) and the direct supervision of the Manager, Administrative Services. The Officer performs routine and non-routine work with established precedents independently; complex, precedent setting recommendations are developed in consultation with the supervisor or other subject matter expert.

Key results expected / Major functional activities

1. CONTRACT MANAGEMENT AND BUSINESS PARTNER: The incumbent supervises technical expert contractors on building maintenance, including cyclic maintenance and renovation works. S/he ensures that works are carried out in accordance with best practices and in line with existing policies. S/he prepares tender documents for major facility management procurement activities and ensures that technical specifications are in line with IFAD policies and procedures in terms of LEED requirements and sustainability. The Facilities Management Officer’s customer service focus is on client outreach. S/he provides verbal and written technical advice and guidance to supervisors and staff on a range of ADM/Facility regulations, guidelines and procedures, facilitating the provision of technical administrative services and a mutual understanding of issues and roles in the management of IFAD’s Facilities. The Officer supports ADM Facility Management best practices in the Fund through outreach to other private and public sector organizations to identify potential solutions to IFAD client concerns, as well as maintains open communications with counterparts in other UN and IFI organizations for further discussion with Facilities Management Specialists, internal committees and/or review boards.

2. FACILITIES MANAGEMENT EXPERT: The incumbent provides specific technical management, oversight and advice to clients on a wide range of facility management issues to ensure that IFAD provides staff with a safe and healthy working environment. This includes management, oversight and advice on air quality measures, building maintenance, energy efficiency measures and building enhancement etc. The Facilities Management Officer ensures continued compliance of the mechanical, electrical and fire detection installations to current laws and regulations The incumbent prepares, implements and monitors internal policies and procedures on key technical facility management issues. The Facilities Management Officer is assigned routine and non-routine casework and service provision requiring the analysis and synthesis of issues and problems and interpretation of established, formal guidelines to address and recommend solutions or further actions required.

3. PROGRAM PLANNING AND IMPLEMENTION: Analyzes project proposals to ensure technical feasibility and to ensure that project objectives are attainable within available resources. Manages the identification, planning and implementation of major technical/infrastructural maintenance and improvement works to be performed either by IFAD or by the landlord and ensures proper resource management. The Officer prepares the annual maintenance program of work for the building and coordinates its implementation in close collaboration with external contractors.

4. FACILITIES MANAGEMENT ADVOCATE: The Facilities Management Officer supports the foundation of ADM’s reputation as a value-added service provider as part of the Division’s strategy. S/he reaches out to staff, listening and responding effectively and efficiently to common issues and requests for service and building relationships based on respect and trust. From the perspective of a value for diversity and respect for a multi-cultural client base, the Officer develops communications skills that serve to promote the Division’s strategy and the equitable management of IFAD staff.

5. SUSTAINABILITY MANAGEMENT: Ensure continued adherence to LEED protocol in facility management operations. Demonstrate leadership to develop and coordinate IFAD’s LEED implementation. Ensure that contractors follow LEED standards and coordinate certification processes with external stakeholders. Gather HQ and ICO data for reporting the annual Green House Gas emissions to UNEP. Closely monitor energy and water consumption and identify and evaluate energy conservation measures (ECMs). Participate in the UN network on environmental sustainability management.

6. MANAGERIAL FUNCTIONS: The Facilities Management Officer is accountable for integrity, transparency, and equity in the personal use of assigned IFAD resources, including equipment, supplies and, as applicable, staff supervised. S/he supervises the staff in the Call Center and ensures that proper monitoring and follow up mechanisms are put in place to respond to client requests in a timely manner. The Officer motivates and coaches the Call Center staff and ensures that they meet their annual goals.

Impact of Key results / Key performance indicators

The work requires analyses of individual technical issues and processes. Understanding and interpreting a body of regulations, models, methodologies, and precedents is required. Established in the field of work, the impact of the work performed has direct effect on the professionalism of the Facilities Management Analyst and the overall reputation of the team for high quality work in terms of both substantive depth and adaptive relevance to emerging issues and changing client needs.

Facilities Management Analyst positions have access to advice and on-the-job training from specialists in the individual administrative occupations in the resolution of on-going non-routine casework.

Representation / Work relationships

The work relationships of P-2 Facilities Management Analysts involve both written and verbal communications to obtain and provide information regarding decisions on specific cases, to explain why an action has been taken, to obtain information needed to take decisions, or support further administration processes. Internal Fund contacts extend to supervisors and staff throughout the Fund to seek understanding and obtain the assistance or cooperation of persons who are involved mainly in routine administration matters. This requires skill in building constructive, effective, relationships. External contacts are predominantly with colleagues in the professional and local community on questions related to the administrative and technical services provided and with vendors to collect/exchange information on administration or with counterparts in other organizations at the duty station.

Competencies

Organizational

• Visionary: Personal Commitment (Level 1)
• Planner & Organizer: Operational planning and organizing (Level 1)
• Decision-maker: Routine decisions (Level 1)
• Team Worker/Builder: Team Member (Level1)
• Performer: Personal performance (Level 1)
• Developer: Self-development (Level 1)
• Negotiator and communicator: Works effectively with others to meet mutual goals, negotiates to align parties, builds networks, listens and communicates effectively to engage others.
• Innovator: Generates innovative solutions, assesses risks, makes decisions and accepts the consequences. Takes advantage of ideas or opportunities to achieve a desired goal.
• Facilitator of Change: Change participation (Level 1)
• Model of Integrity, Trustworthy and Confident: Models codes of conduct and ethical principals, interacting in ways that engender trust and confidence in one’s intentions and those of the organization.

Technical/Functional

• Knowledge of the principles and concepts of technical administrative services management.
• Skill in applying concepts and theories to complex issues and actively develop alternatives / proposals for service or methodological changes.
• Skill in the identification of new opportunities or requirements to meet challenges in the field and propose changes.
• Communication skills to establish and maintain trusted partnerships for achievement of objectives.
• Skilled in identifying and developing networks to promote the Fund’s objectives and identification as a competent and trusted partner.
• Ability to contribute to formulation of strategies and policies.

Minimum recruitment qualifications

Education:

• Advanced university degree from an accredited institution in Mechanical , Civil or Electrical Engineering. The advanced degree may be substituted by a first university degree (Bachelor or equivalent) in the above-mentioned subjects plus at least four additional years of relevant professional experience, over and above the minimum number of years of experience outlined below.

Experience:

• At least two (2) years of progressively responsible experience in a multi-cultural organization or national organization in a technical function with focus on facility management is mandatory, however over five years of experience is highly desirable.
• Proficiency with use of the AutoCAD family of software is highly desirable.

Language requirements:

• Good working knowledge in English. Excellent knowledge of Italian is essential. Knowledge of another official language (Arabic, French or Spanish) is an asset.

Other information

Applicants should note that IFAD staff members are international civil servants subject to the authority of the President of IFAD, and they may be assigned by him/her to any of the activities of IFAD, including field assignments and/or rotation within IFAD.

In the interest of making most cost effective use of funds and resources, we are only able to respond to applicants who are short-listed for interview. Candidates who do not receive any feedback within three months should consider their application unsuccessful

Candidates may be required to take a written test and to deliver a presentation as well as participate in interviews.