Facility Manager

Geneva, Switzerland
[Closing date: 22 September
2019]

 

Drugs for neglected diseases initiative (DNDi) is a collaborative, patients’ needs-driven, non-profit drug research and development (R&D) organization that is developing new treatments for neglected diseases (www.dndi.org)

Established in 2003, the DNDi is a not-for-profit research and development (R&D) organization that develops new, improved, and affordable medicines for deadly neglected diseases that afflict millions of the world’s poorest people.

The Operations Department was created in 2011 to help the Executive Director focus on strategic activities. It coordinates DNDi infrastructure globally (finance, operational and strategic planning, human resources, information systems and technology, legal structuring, risk management and organisational development) and supports decision-making and flows of information across the organisation. It also provides oversight to business development and legal activities and liaison offices.

 

Purpose of the position

The Facility Manager is responsible for making sure that DNDi premises and their services meet the needs of the people that work in them. S/he oversee all building-related activities and is responsible for preserving the good condition of infrastructure and ensure that facilities are safe and well-functioning. S/he is accountable for services such as building maintenance, cleaning and waste disposal, security and parking, while managing the budgets and keeping records of all payments.

The Facility Manager manages any refurbishments, renovations and office moves to make sure they all run smoothly and according to plan.

 

Specific job responsibilities

Geneva office facilities and office space management

  • Plan and manage facility central services such as reception, security, cleaning, catering, waste disposal, and parking
  • Supervise office administrator(s)
  • Allocate and manage office space according to needs
  • Coordinate office moves
  • Supervise maintenance and repair of facilities and equipment
  • Oversee facility projects, refurbishment, and renovations
  • Provide prompt response to requests and issues from facility occupants
  • Perform analysis and forecasting
  • Advise businesses on increasing energy efficiency and cost-effectiveness

Suppliers management – facility consumption for the Geneva office

  • Review utilities consumption and strive to minimize costs while ensuring sustainable goals of the organization
  • Handle service contracts and participate to office insurance management
  • Manage office budget and ensure cost-effectiveness
  • Develop and implement a facility management programme including preventative maintenance and life-cycle requirements

Health and safety in the Geneva office and for staff homeworking attached to the Geneva office (locations: UK, Germany, etc.)

  • Oversee environmental health and safety
  • Assure security of the facility
  • Respond to facility and equipment alarms and system failures
  • Ensure that facilities meet government regulations and environmental, health, and security standards
  • Conduct and document regular facilities inspections

Global facility management

  • In liaison with local teams, implement best practice processes to increase efficiency
  • Perform regular audits to ensure that facilities meet national regulations and are effectively managed
  • Advise offices on increasing energy efficiency and cost-effectiveness
  • Create 1) environment sustainability guidelines and 2) health and safety guidelines, track adherence and compliance, prepare reports related to these guidelines

Organization of large events and meetings at Geneva office or Geneva external premises

  • General support and point of contact for large meeting/retreat organization: hotel reservations, team building activities
  • Support in finding external room space for large event/meetings, coordinating logistics and audio-visual requirements

 

Reporting line

  • S/he reports to the Head of HR & Administration

 

Job requirements

Skills and attributes

  • Strong ability to use initiative, prioritize, multi-task, and work well under pressure to meet deadlines
  • Clear and systematic thinking that demonstrates good judgment and problem solving competencies
  • Strong communication skills in multicultural, multi-lingual environments
  • Strong ability to work effectively as part of a multicultural team
  • Well organized and structured
  • Strong analytical skills
  • Strong ability to provide high level support in project/programme delivery
  • Strong ability to manage medium/large projects with budget management
  • Strategic thinking and leadership abilities
  • Strong management, negotiation, and advocacy skills
  • Has autonomy for taking actions and decisions
  • Strong ability to interact with external stakeholders
  • Lead and motivate a small team for optimum performance, supervising junior staff

Technical skills

  • Knowledge and experience of facility and premises practices in Switzerland
  • Well-versed in technical/engineering operations and facilities management best practices
  • Commercial awareness and customer service oriented
  • Working knowledge of business administration, finance principles and practices, including procurement and contract management
  • Sound knowledge of health, safety, and environmental regulations
  • Working knowledge of technical systems (i.e. mechanical, electrical, etc.)

Experience

  • Minimum 6 years’ relevant experience in a similar function in which at least 4 years at Senior Officer level
  • Proven ability to work effectively in a team environment and matrix structure
  • Experience of working in public and private sector is highly desirable

Education

  • Advanced post graduate degree or graduate degree in facility management, engineering, business administration or relevant field with equivalent in experience to reach Master level

Other requirements

  • Fluency in French and English
  • Very good knowledge of Microsoft Suite

 

Other information

  • Status: full time – permanent role  

 

To apply

  • Please submit your application using the online form
  • Deadline for application: Accepting applications until 22 September 2019
  • Only shortlisted candidates will be contacted 
  • Application submission for this position may close early if we have enough suitable applicants