Head of Unit, Building and Workplace Management Services (BWMS)

VN Category (INT / EXT / EOI):

External

08-07-2024

Grade 8

Job Category:

Professional

Fixed-term

CHF120,227.00

This is an external vacancy notice open to external candidates and WTO staff. It is posted on the WTO internal as well as external career site. Eligible WTO staff on short-term, fixed-term or regular contracts and interns must apply through the Workday internal career site.

This is a Fixed-term contract funded through the regular budget. The duration will be two years with the possibility of extension, unless specified in the vacancy notice.

The recruitment policy of the WTO is to seek to attract and retain staff members offering the highest standards of competence, efficiency and integrity. As an Equal Opportunities Employer, the WTO gives full regard to merit and diversity.

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The Secretariat of the WTO is seeking to fill the position of Head of Unit, Building and Workplace Management Services in the Finance and Corporate Services Division.

The Facilities Management Section is composed of Building and Workplace Management Services (BWMS), Mailing & Supplies Services, and Administrative & Events Logistics Services. The role of the Facilities Management Section is to ensure a functional, safe, and comfortable workplace for WTO staff and Members. The Section takes a client-oriented approach, in an environment friendly and cost-effective way, to support achieving the Organization’s objectives. The BWMS team is composed of 11 staff members and is responsible for all issues pertaining to office space and to the maintenance of technical installations. In addition, the BWMS manages contracts pertaining to cleaning, catering, landscaping, electrical, HVAC, and various renovation and fitout works and ensures that contacts with external providers for specific works are properly managed and monitored.

General Functions

Reporting to the Chief of the Facilities Management Section, the incumbent is responsible to manage the Building and Workplace Management Services (BWMS) and its team. The BWMS is composed of four poles: Office Space Management, Buildings and fitout, Multitechnical, and Multiservice. The incumbent will undertake the following responsibilities:

1.    Lead, motivate and develop a technical team while providing guidance to team members to ensure that services are of the highest quality; ensure performance planning, regular assessments of team members, planning and organizing work according to priorities.  

2.    Manage and execute maintenance and repair of property and facilities, ensuring compliance with internal and national standards, including related to systems such as plumbing, electrical, heating, and air conditioning. 

3.    Provide emergency response when malfunctions occur in the building facilities.

4.    Ensure efficient utilization of office space, supervise office moves, and, upon request, make appropriate proposals for modification of offices and supervise implementation; ensure that the building plans and space allocation are up to date.

5.    Provide support to the creation of ergonomic working environment conditions; encourage and promote energy savings.

6.    Ensure that contracts (for technical maintenance, cleaning, landscaping, catering, etc.) with external contractors are correctly executed and meet the Organization’s requirements of quality and cost; perform regular inspections to monitor the level of services and initiate corrective actions as needed.

7.    In accordance with the WTO procurement procedures, prepare, issue, and participate in the evaluation of tenders for building-related services and for the acquisition and maintenance of technical equipment, and monitor contract performance.

8.    Assist the Chief of Section in supervising the execution of the BWMS budget and monitor expenditure according to plans and contracts.

9.    Keep abreast of new methods and technologies in Facilities Management and building maintenance; evaluate processes and make recommendations to improve working methods and ensure proper implementation.

10.    Assist in developing a Computerized Maintenance Management System to technical inventories, warranty claims, life-time cycle monitoring, and technical descriptions of the buildings.

REQUIRED QUALIFICATIONS

Education:
A master’s degree in Facilities Management, Property Management, Engineering, Architecture, Project Management, or related field is required. A bachelor’s degree in combination with extensive professional experience may be accepted in lieu of a master’s degree.

Knowledge and Skills:

Technical knowledge and skills
Excellent knowledge of Facilities, Space, and Property Management, including as to sustainability principles; familiarity with industry evolutions in Facilities Management, Building Information Modelling (BIM), and New Ways of Working; familiarity with Swiss national building related codes regulations and practices.
Knowledge of electrical, plumbing, Heating, Ventilation, and Air Conditioning (HVAC), and building management systems.
Understanding of procurement and management of contractual services; developed project management skills.
Knowledge of interior fit-out projects, defining requirements, space planning, architectural systems, building systems and equipment, furniture systems, finishes, infrastructure, etc. 
Excellent working knowledge of key MS office tools (Word, Excel, Project, PowerPoint); Expertise in the use of specialized Computer Aided Facilities Management and Integrated Workplace Management software is an asset.

Behavioural skills
Excellent people management skills; ability to manage, coach, and develop a diversified team in an environment impacted by technological and functional changes. 
Excellent planning and organizational skills, time management, and prioritization skills.
Keen attention to details and efficient problem-solving skills; client focused, results oriented, practical, common-sense approach to problem solving is critical
Capacity to initiate and build relationships with a variety of internal and external stakeholders; cope with and resolve conflicts; work in a team where supporting and gaining the support of others is important to achieving objectives.
Strong communication, diplomatic, and interpersonal skills. 

Work Experience:
At least 5 years of professional experience in Facilities Management or a related field is required.

Languages:
Fluency in French and good knowledge of English is required, including the ability to draft clearly and concisely in both languages.

Additional Information:
 
Only applications from nationals of WTO Members will be accepted. 

The recruitment process will be undertaken as per Administrative Memorandum No. 976 (OFFICE(16)/15) on Staff Promotions and external recruitment through Vacancy Notices.

The initial fixed-term contract for positions up to grade 10 shall normally be two years, which shall be probationary, as per Administrative Memorandum No. 997 (OFFICE(23)/4) on Probation Policy. For Director positions, the Policy on evaluation of directors apply as per Administrative Memorandum No. 978 (OFFICE(17)/29).

The WTO may use various communication technologies such as video or teleconference for the assessment and evaluation of candidates. The recruitment process may also involve the use of various forms of testing, assessment centres, interviews and reference checks. 

Applicants may be required to sit a written examination. 

Applicants will be contacted directly if selected for an interview. 

Candidates not selected whose performance in the selection process nevertheless shows them to be suitable for a similar position may be kept on a roster for up to 24 months, and may subsequently be called upon as and when the need arises for additional resources.

All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the closing date – Geneva (Switzerland) time – stated in the vacancy announcement. 

PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE CLOSING DATE WILL NOT BE ACCEPTED. 

The WTO is a non-smoking environment.