Facilities Manager, The World Bank

Innovation and partnership bond the five institutions of the World Bank Group (WBG): the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA), which together form the World Bank; the International Finance Corporation (IFC); the Multilateral Investment Guarantee Agency (MIGA); and the International Centre for Settlement of Investment Disputes (ICSID). The World Bank Group is one of the world's largest sources of funding and knowledge for developing countries. It uses financial resources and extensive experience to help our client countries to reduce poverty, increase economic growth, and improve quality of life. To ensure that countries can access the best global expertise and help generate cutting-edge knowledge, the World Bank Group is constantly seeking to improve the way it works. Key priorities include delivering measurable results, promoting openness and transparency in development, and improving access to development information and data.

The objective of this assignment is to oversee the provision of integrated building management services to the World Bank's Kenya Country Office (WB CO). The WB CO, together with IFC, occupies a 25,000 s.m. 21-storey building in Upper Hill in Nairobi, consisting of 6 floors of car-parking, 13 floor of office space, ground floor and a lower level containing the Electrical and Mechanical plant rooms.

The incumbent will report to the Senior Project Manager, International Facility Management, GSDCR, based in Washington, and will be a key member of the Global Facilities Management team.

Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 3 year term appointment.

Duties and Accountabilities:

The position responsibilities include management of the operations and maintenance including testing of the Electrical and Mechanical base-building equipment installed during the remaining warranty period and through the construction work for the fit-out of the tenant floors. The incumbent will be responsible for the oversight and coordination of contracted services for housekeeping, building maintenance, engineering and security.

•Manage an outsourced Building Management team in the new CO building which will provide and coordinate all facilities requirements of the building and the users, including but not limited to all Operations and Maintenance of mechanical, electrical and plumbing systems, building envelope and landscape maintenance, housekeeping, waste management, security and parking.  •Oversee a Facilities Helpdesk function for reporting and tracking of facilities-related user needs and resolution of reported problems in the CO building.

•Receive and attend to all Facilities issues from staff in an organized, communicative and transparent manner.

•Develop technical and statement of work specifications for building and equipment maintenance services and Annual Maintenance Contracts; participate in the evaluation/selection of bidders responding to RFIs, RFPs, or other contract bidding processes as needed in the new building.

•Develop PPM schedules for mechanical/electrical items, such as relays at transformers, that may not be a routine item on FM vendor's maintenance checklist.

•Oversee and supervise contracted vendors in the management of engineering operations, periodic testing, preventative maintenance of all Electrical and Mechanical Equipment and fire/life safety systems.

•Review building management and cleaning contractor invoices and recommend for payment by the designated local RM Officer. Provide monthly building management budget and expense reports to the CO's Facilities Management Committee (FMC) and the GSDCR Manager.

•Ensure that established procedures for all fire, life safety and security programs are followed for periodic inspections and staff emergency drills.

•Coordinate required building management purchases under $25,000 with local RM Officer using procurements guidelines for Country Office local procurement.

•Maintain the Asset Management program for furniture, equipment and fixtures for the building.

•Compile a portfolio of service and supply companies to be solicited for various FM procurement needs.  

•Maintain the effective Greening Program to minimize waste and user impact on the environment; consideration to be given to recycling and effective energy and water management programs to reduce the new building footprint. Develop additional measures for implementation.  

•Review and comment on design drawings, specifications and other documents to ensure alignment with Scope of Work, Bank Standards, finishing standards and compliance with fire, life and safety codes. Plan and coordinate office alterations and/or moves dictated by business need.  

•Oversee and coordinate the development of strategic building management business plans and budgets for on-going facilities programs, and over the long term, for capital replacement requirements. 

Desired Skills and Experience

•Project Management - Understands and utilizes the basic concepts of project management, as they relate to the implementation of a project.

•Negotiation Skills - Has good working experience of planning and preparation of negotiation, of setting clear objectives and tactics to achieve them.

•Facility Management - Has knowledge and demonstrates ability to manage and optimize building operations, including management of multiple facilities based in different countries.

•Facility Related Budget Planning and Management - Has ability to develop and implement proposals for new initiatives, strategic plans for cost effective and efficient building operations.

•Architectural and Engineering Skills - Has understanding of architectural design concepts, construction, mechanical or design engineering, sustainability principles, building systems and equipment as applied to large comprehensive construction and renovation projects.

•Lead and Innovate - Develops innovative solutions.

•Deliver Results for Clients - Proactively addresses clients’ stated and unstated needs.

•Collaborate Within Teams and Across Boundaries - Collaborates across boundaries, gives own perspective and willingly receives diverse perspectives.

•Create, Apply and Share Knowledge - Applies knowledge across WBG to strengthen solutions for internal and/or external clients. •Make Smart Decisions - Interprets a wide range of information and pushes to move forward.

Selection Criteria:

In addition to the required competencies mentioned above, a minimum of a Bachelors in Construction Management, Mechanical/Electrical Engineering, or Facilities Management with 10 years of relevant experience is required.

•Thorough knowledge of building infrastructure and engineering systems, local facilities and building codes, regulations, and other laws pertaining to local, universal access and international building codes.

•Direct experience with facilities management of multi-storey office or commercial building/s.  

•Demonstrated ability to effectively and efficiently manage multiple and/or complex operational issues in a building under minimum supervision.

•Excellent spoken and written communication skills. Proven ability to diplomatically communicate with internal clients in Nairobi and WB Headquarters at all levels, as well as local government authorities regarding licenses, permits, etc. Effective interpersonal, communication and listening skills, excellent sense of client orientation, and drive for results.

•Demonstrated leadership and supervisory skills to effectively manage outsourced Building Facilities staff and others teams to deliver integrated services.  

•Financial management (cost/investment) skills.

•Ability to maintain systematic documentation of contract administration, operations and cost records to facilitate periodic contract audits by Bank internal auditors.

•Knowledge and experience with MS Office and AutoCad (or equivalent) essential; knowledge of MSProject, Primavera or equivalent project tracking software desirable.

•Willingness to be available on a 24/7 basis in case of a major emergency, system breakdown or security issue.

Interested candidates are invited to apply to vacancy # 141148 on www.worldbank.org/careers.    This vacancy closes on November 5, 2014.  Only online applications submitted through our careers site will be admitted. The World Bank Group is committed to achieving diversity in terms of gender, nationality, culture and educational background.  Individuals with disabilities are equally encouraged to apply.  All applications will be treated in the strictest confidence.