Associate Facilities Officer (P-2)

Organisational Context
The General Services Section (GSS) organizationally belongs to the Division of Management Services in the Registry. The GSS consists of four units: the Facilities Management Unit (FMU), that is responsible for operation and management of the owner occupied Headquarter Premises at The Hague and assessment and adaptation of rental premises at the Court’s field locations; the Procurement Unit (PU) which provides value for money goods and services required by all Organs of the Court; the Transport and Logistics Unit (TLU), providing distribution, supply chain services, fleet management and shipping at HQ and field locations. The Travel Unit (TU) is responsible to provide all official travel of the ICC. The Chief GSS reports to the Director of Management Services.

The ICC Headquarter Premises are purpose-built facilities with an overall useful space of 56,000 m2. The building has an office part for up to 1,200 staff members, 3 courtrooms equipped with interpretation facilities and audio-visual technology according to international standards, detention areas, a media centre, a conference centre, staff and visitors’ restaurant, library, a visitors’ centre and exhibition area, parking space and extensive landscape. Furthermore, the ICC operates offices in several of the countries in which investigations are being conducted.

Duties and Responsibilities
Under the direct supervision of the Head, Facilities Management Unit, the incumbent performs the following tasks:

Manage the FMU soft services and hospitality contracts

• Manage the outsourced services through established service contracts such as cleaning services, catering, banqueting and vending machine contracts, landscaping and greenery maintenance, furniture maintenance, utilities such as water, power, heating and cooling supply;
• Liaise regularly with the service contractors to ensure contractual compliance and optimal services;
• Prepare and review budgets for the operational service contracts;
• Standardize operations including constant monitoring and inspection of contractors’ performance;
• Monitor the processes that ensure contractual compliance of vendors and approve the payment of invoices for submission to the Finance Section;
• Manage the financial aspect of the FMU soft services and hospitality contract and advice the Head of FMU on all aspects as part of the GSS Budget during budget preparation and implementation;
• Produce financial reports on all outsourced FM services and present to the Head of FMU;
• Review expenditures and record trends in FMU’s financial obligations.

Manage the day to day operation of FMU Service Desk and handyman personnel

• Deliver an effective, responsive and client-friendly help-desk operation;
• Supervise FMU operational staff and conduct performance appraisals for Service Desk clerks and handymen;
• Set priorities for deliverables and evaluate performance of both in- and outsourced services;
• Fulfil the role of first level escalation for vendor and client concerns relating to soft services and Service Desk deliverables;
• Monitor and review the regular processes under her/his authority and ensure their effective and efficient operation;
• Manage the development and maintenance of the facilities management IT tools.

Manage the services provided to conferences and large meetings at the ICC Headquarter Premises

• Oversee the conference and meeting room bookings at the ICC Headquarter Premises and ensure adequacy of room allocations;
• Liaise with the internal and external conference organisers and ensure timely submission of requirements; Liaise with in- and external support service providers such as logistical support, audio-visual services, ICC security and catering services, plan and ensure timely and successful service provision;
• Supervise the provision of the required set-up arrangements inside the conference facilities.

Procurement of services

• In support of the Head of FMU, raise all FMU purchase requisitions and ensure subsequent documentation in SAP and procurement processes;
• Ensure that appropriate codes have been used in the procurement cycle (implementation, monitoring and control);
• Develop Scopes of Works to procure the services required;
• Perform technical evaluation of quotations and proposals and recommend acceptance of the most advantageous offer.

Management procedures for the Facilities Management Unit

• Draft and submit workflows, schedules, operating procedures, etc. required for FMU for submission to the Head, Facilities Management Unit;
• Establish and maintain office use policies including office numbers, signs, furniture setting, and efficiency of office usage;
• Make recommendations for and implement efficiencies in the business processes of FMU.

Any other duties as assigned.

Essential Qualifications
Education:
Advanced university degree in facility management, architecture, building engineering, business or public administration, social science or any other related field is required. A first-level university degree in combination with two additional years of qualifying experience is accepted in lieu of the advanced university degree.

Certification in Quality Management would be an asset.

Experience:
A minimum of two years (four years with a first-level university degree) of progressively responsible experience in facility management, operations management and administration in the building management and/or hospitality/conference business, including demonstrated experience in the management of soft services, projects and contracts management, is required.
Demonstrated supervisory experience, is required.
Relevant experience in an international or governmental organization is considered as an asset.

Knowledge, Skills and Abilities:

• Proficiency in ERP systems, preferably in SAP ; Proficiency in MS Word, Excel and Power Point;
• Knowledge of administrative, budgetary and financial practices and procedures;
• Ability to elaborate service-oriented, accurate and well-structured Scopes of Works and Terms of Reference with appropriate service levels and the application of performance measurement;
• Ability to apply HACCP concept based risk-conscious quality control mechanisms;
• Knowledge of Building and Labour Regulations; Commitment to on-going professional development;
• Ability to interact positively and effectively with colleagues and business partners at all levels;
• Ability to lead and motivate a very tight and effective team;
• Leading the soft services contractors;
• Proven ability to work effectively under pressure displaying sound initiative and good judgement;
• Willingness and ability to deliver excellent services, to communicate openly and appropriately;
• Ability to perform accurate record and bookkeeping, professional demeanour;
• Ability to identify tasks and the time required to complete the tasks;
• Ability to identify potential projects, develop workflows and procedures and manage personal workload.

Knowledge of Languages:
Proficiency in one of the working languages of the Court, English or French is required. Working knowledge of the other is desirable. Knowledge of another official language of the Court (Arabic, Chinese, Russian and Spanish) would be considered an asset.

ICC Leadership Competencies
Purpose
Collaboration
People
Results

ICC Core Competencies
Dedication to the mission and values
Professionalism
Teamwork
Learning and developing
Handling uncertain situations
Interaction
Realising objectives

Learn more about ICC leadership and core competencies.

General Information
– In accordance with the Rome Statute, the ICC is committed to achieving geographical representation and gender equality within its staff as well as representation of the principal legal systems of the world (legal positions). Nationals from the list of non-represented and under-represented States are strongly encouraged to apply. In addition, applications from women are strongly encouraged for senior positions at the Professional (P) and Director (D) levels. Posts shall be filled preferably by a national of a State Party to the ICC Statute, or of a State which has signed and is engaged in the ratification process or which is engaged in the accession process, but nationals from non-state parties may also be considered, as appropriate.

– The selected candidate will be subject to a Personnel Security Clearance (PSC) process in accordance with ICC policy. The PSC process will include but will not be limited to, verification of the information provided in the personal history form and a criminal record check.
– Applicants may check the status of vacancies on ICC E-Recruitment web-site.
– The Court reserves the right not to make any appointment to the vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description.