Premises Manager 2 (800550)

What we do

The International Committee of the Red Cross (ICRC) works worldwide to provide protection and humanitarian assistance to people affected by conflict and armed violence. We take action in response to emergencies and, at the same time, promote respect for international humanitarian law. We are an independent and neutral organization, and our mandate stems essentially from the Geneva Conventions of 1949. We work closely with National Red Cross and Red Crescent Societies and with their International Federation in order to ensure a concerted, rational and rapid humanitarian response to the needs of the victims of armed conflict or any other situation of internal violence. We direct and coordinate the international activities conducted in these situations.

Context & Purpose

From a perspective of resources optimization and leadership management, the Premises Manager 2 is responsible for a premise’s portfolio of 1 delegation, 22 housing units for the mobile staff (data based on 2025 Budget), Storage and parking. S/He is the responsible of a team of 5 Domestic Staff and directly supervises the Premises Manager 1.

• Head of Premises dpt.is in charge of the management of ICRC premises and infrastructure within Belgrade delegation and assumes ultimate accountability for all aspects of the premises management.
• The premises management files are shared between the Head of Premises and the Deputy head of Premises (Premises Manger 1).
• Head of Premises coordinates information flow within Premises dpt. and is main communicator with Mobile staff.

Relationships

• Internally, interacts with other ICRC employees and/or the users of ICRC premises.
• Externally, interacts with municipal authorities, landlords, suppliers, service providers, etc.

Accountabilities & Functional responsibilities

Premises Management

• Ensure compliance with the F&A Manual regarding the Premises management.
• Manages the pool of premises; determines office space needs, plans, organises and allocates suitable accommodation to mobile staff and their families in compliance with Housing Policy.
• Interacts regularly with service users in terms of collecting feedbacks related to the quality of service provided; analyses patterns regarding elements causing delegates’ discomfort in order to propose improvements and possible amendments to the Housing Policy
• Regularly interacts with the delegation and RRN management to understand their plans in order to act timely in responding to their needs (enlargement or decrease of working space furniture, equipment)
• Regularly interacts with other international organizations/representations in Serbia to exchange experience and best practice in premises management”.
• Oversee lease agreements for premises in accordance with financial and operational requirements, ensuring compliance with established standards.
• Performs Handover/Takeover with Landlord and Mobile staff concerned.
• Initiates update and drafts Housing policy at least once a year and assures application of HP and Standard list of equipment.
• Analyses premises set-up, including passive security measures in place, and proposes corrective measures where necessary.
• Organises office set-up according to determined needs.
• Organises Premises briefing with the newcomers.
• Performs random checks of Premises occasionally and as per needs to ensure the proper functioning of services.
• Establish and maintain relationships with landlords, external service providers, and suppliers to coordinate effective service delivery.
• Approves premises supplies and supervises Premises stock.

• Follows up on the requests received in the Premises STM, consolidates all maintenance activities, overseeing preventive and reactive maintenance tasks with landlords or external providers. Ensure timely completion of repairs and document actions as needed.
• Develop and monitor the annual premises and maintenance budget, tracking all repair and service costs.
• Supervises and controls premises/maintenance-related expenses and service costs.
• Implement and oversee the outsourcing of domestic staff, selecting and contracting with reputable companies to ensure high-quality service delivery.

Policies and SOPs

• Conducts regular (at least twice per year) Real Estate market surveys.
• Drafts and proposes revision and update of the Housing policy.
• Keeps the Standard list of equipment periodically updated in line with local market and institutional provisions.
• Implements an efficient tracking system of supplies, equipment, and office furniture to ensure inventory control and accountability.
• Ensure her/his own commitment to digital archiving SOPs and amend accordingly.

Lease Management

• Negotiate and manage Lease Agreements, including renewals or terminations.
• Co-validates Lease agreements and respective AoE requests ensuring compliance with financial rules.
• Prepares Selection table to document final selection
• Co-approves Premises Vendors
• Interacts with Property-owners and concerned staff.
• Validates answers to all audit comments related to premises.

Safety & Security

• Ensures implementation of passive security of ICRC buildings and ensure alterations when needed.
• Ensure maintenance requests are carried out within local safety and security standards.
• Ensure that all staff members operate in a safe environment.
• Ensures that a register of all hazardous chemicals in use on the site is developed and maintained and ensure that all staff who use the chemicals are aware of how they should be safely used and stored.
• Work closely with logistics regarding premises related construction projects including contracts proofreading, requesting amendments and proposals.
• Participate in Conducting sustainability audit and share statistics to generate report. 

People management responsibilities

• Supervises the work of Premises team – Premises Manager and five Domestic Staff
• Understands and supervises the Performance Management & Development (PMD) activities for employees under their supervision.
• Engages in ongoing and continuous feedback and support, particularly for employees under their supervision, but also other staff members.
• Organizes regular meetings within their team to ensure optimal coordination of the work and proper flow of information.
• Ensures that job descriptions for employees under their supervision are up to date; seeks feedback and support from the HR Department if needed.
• Plans and coordinates the annual leave of the employees under their supervision ensuring continuity of the operations throughout the year and making sure that there are no outstanding holiday balances at the end of the year.
• Coordinates and supports the employees under their supervision in their personal development by coaching and advising them on internal and external training and development possibilities.

Additional duties

• Follows up on all work-related messages and correspondence with the relevant contacts and departments.
• Is aware of the delegation’s objectives and has a good knowledge of the Movement and other contacts relevant to the position.
• Collects and shares information so as to improve the ICRC’s understanding of the environment and humanitarian trends and responses.
• Represents the ICRC in an appropriate way during activities, in meetings and in the field, and avoids any activity that may reflect negatively on the ICRC’s image.
• Takes responsibility for their own professional learning and development.
• Assumes duties of her/his subordinate during her absence.

Reports to (role)

• Finance & Administration Manager (Belgrade Regional Delegation)

Required profile

• Educational background in hotel management, Business Administration, Property Management, Facilities Management, or related filed.
• Extensive experience in hotel managementa, property management, facilities management, or hospitality.
• Strong client orientation.
• Excellent communication skills.
• Solution oriented.

Additional information

• Working rate: 100% (1 FTE)
• Starting date: January 2025
• Location: Belgrade Regional Delegation (Vladimira Popovica 38-40, Novi Beograd)
• Hardship : H0
• Job code : Premises Manager 2 (800550)
• Length of assignment: Open-ended contract
• Type of position: Resident position (the vacancy is open only for persons with Serbian citizenship or personal work permit in the Republic of Serbia)
• Application deadline: 27 November 2024