Facilities Manager

• Suva-based position (Fiji)
• Attractive expatriate package
• Join the principal development organization in the Pacific region

Description

The Pacific Community (SPC) is the principal scientific and technical organisation in the Pacific region, supporting development since 1947. We are an international development organisation owned and governed by our 27 country and territory members. In pursuit of sustainable development to benefit Pacific people, our organisation works across more than 25 sectors. We are known for our knowledge and innovation in such areas as fisheries science, education, public health, geoscience, and conservation of plant genetic resources for food and agriculture.

The Operations and Management Directorate (OMD) provides corporate services to all SPC Divisions and Programmes. It consists of three key departments: Finance, Human Resources and Information Services. OMD is focused on improving the effectiveness of systems, policies and management to provide high-quality customer-oriented services.

The role – Facilities Manager will manage all SPC facilities and assets in Fiji, and support insurance coverage for SPC in all locations (excl. Noumea).

The key responsibilities of the role include:

Leadership of the Facilities team

• Manage and supervise Facilities staff to achieve objectives and create an environment that promotes high performance, collaboration and safety, staff development and succession planning and effective work practices amongst the Facilities team.
• Manage the Facilities team ensuring effective implementation of facilities workplan.
• Acquire, tag and maintain SPC Assets and small value items with annual verification of assets undertaken in line with all relevant SPC polices including Fixed Assets and Small Value Item policy(s).
• Ensure the SPC corporate asset register is up to date and all asset disposals are carried out in line with the relevant SPC policy requirements.

Planning and managing all SPC’s facilities and infrastructure

• Develop the Annual Facilities plan to meet the organisational requirements and approved by management.
• Ensure capital, large maintenance projects and refurbishments are completed within budget, in a timely manner with energy saving considerations applied.
• Develop and implement the Facility management program, including preventative maintenance and asset/inventory life-cycle requirements.
• Collaborate closely with the OHS team to ensure all works carried out are in line with OHS requirements and any OHS issue is resolved amicably and in a timely manner.

Ensure optimal use of office space and a safe working environment

• Identify office space requirements for Divisions and upcoming projects proactively.
• Ensure SPC Facilities and office space are fit for purpose and compliant with relevant OHS legislation, ergonomic requirements, building codes and other statutory authority requirements.
• Manage refurbishment and fit outs for office space, including work by external contractors.
• Effectively negotiate with Host Countries are for any facilities provided by host governments.

Manage Facilities cost recoveries and budgets

• Establish and periodically review facilities cost recovery rates.
• Ensure recoveries from occupants of the office space is done in an effective manner.
• Provide timely updates of cost recovery rates to cover for any additional office space requirements and cost of maintaining it.
• Draw and present Facilities and CAPEX budget to Finance in a timely manner.

Support to SPC ICT/Legal for insurance and corporate broker arrangements

• Work closely with the Facilities Team in Noumea to identify insurance needs.
• Identify all risks relating to SPC Facilities and corporate for insurance purposes for all SPC locations.
• Manage the relationship with SPC’s insurance broker, including ensuring the corporate broker provides effective guidance of the scope of insurance required for SPC risks, and policies are renewed in a timely manner.
• Support negotiations undertaken with the corporate broker on any additional insurance requirements arising from the projects after the renewal of policies.

Manage general administration services

• Ensure effective delivery of SPC Suva mail management and courier services.
• Ensure all SPC Suva Diplomatic Bag protocols are performed.
• Oversee the delivery of reception and switchboard services in a timely and efficient manner.
• Ensure the SPC vehicle fleet is kept in roadworthy condition and transport requests managed effectively.

For a more detailed account of the key responsibilities, please refer to the online job description.

Key selection criteria

Qualifications

• Bachelor’s degree in project and facilities management, and/or any technical and/or legal relevant fields or equivalent body of knowledge and experience.

Technical expertise

• At least 10 years of experience managing a team with responsibility for implementation of routine and non-routine maintenance and capital works projects and/or an inventory of multiple facilities which require maintenance of property grounds, HVAC systems, plumbing, mechanical and electrical systems, elevators, automated voltage regulator systems, uninterrupted power supply equipment, generators, and structural aspects of buildings.
• Proven work experience with managing complex construction and maintenance projects across multiple sites with ability to read building plans and construction project costing.
• Excellent business and financial acumen with the proven ability to provide effective operational management to achieve agreed performance targets and deliver quality customer service.
• Experience in operating facilities and assets on a full cost recovery model.
• Demonstrated experience in asset management strategies and practices.
• Specialist knowledge of and experience in applying key property legislation and relevant standards, (e.g. occupational health and safety, building standards).
• Excellent leadership, change management and staff management skills.
• Proven ability to work with contractors on technical aspects of building.
• Highly developed written and oral and negotiation skills.

Language skills

• Excellent English communication skills (oral and written) with a working knowledge of French being an advantage.

Interpersonal skills and cultural awareness

• Ability to work in a multicultural, inclusive and equitable environment.

Salary, terms and conditions

Contract Duration – Until 31 December 2027 – subject to renewal depending on funding and performance.

Remuneration – The Facilities Manager is a band 11 position in SPC’s 2024 salary scale, with a starting salary range of 3,091‒3,864 SDR (special drawing rights) per month, which currently converts to approximately FJD 9,211–11,513 (USD 4,111–5,138; EUR 3,831–4,789). An offer of appointment for an initial contract will normally be made in the lower half of this range, with due consideration given to experience and qualifications. Progression within the salary scale will be based on annual performance reviews. Remuneration of expatriate SPC staff members is not subject to income tax in Fiji; Fiji nationals employed by SPC in Fiji will be subject to income tax.

Benefits for international employees based in Fiji – SPC provides a housing allowance of FJD 1,350–3,000 per month. Establishment and repatriation grant, removal expenses, airfares, home leave travel, health and life and disability insurances and education allowances are available for eligible employees and their eligible dependents. Employees are entitled to 25 working days of annual leave per annum and other types of leave, and access to SPC’s Provident Fund (contributing 8% of salary, to which SPC adds a 10% contribution).

Languages – SPC’s working languages are English and French.

Recruitment principles – SPC’s recruitment is based on merit and fairness, and candidates are competing in a selection process that is fair, transparent and non-discriminatory. SPC is an equal-opportunity employer, and is committed to cultural and gender diversity, including bilingualism, and will seek to attract and appoint candidates who respect these values. Due attention is given to gender equity and the maintenance of strong representation from Pacific Island professionals. If two interviewed candidates are ranked equal by the selection panel, preference will be given to the Pacific Islander. Applicants will be assured of complete confidentiality in line with SPC’s Privacy Policy.

Application procedure

Closing Date: 2 February 2025 at 11:59pm (Fiji time)

Job Reference: JM000827

Applicants must apply online at http://careers.spc.int/

Hard copies of applications will not be accepted.

For your application to be considered, you must provide us with:

• an updated resume with contact details for three professional referees
• a cover letter detailing your skills, experience and interest in this position
• responses to all screening questions

Your application will be considered incomplete and will not be reviewed at shortlisting stage if all the above documents are not provided. Applicants should not attach copies of qualifications or letters of reference. Please ensure your documents are in Microsoft Word or Adobe PDF format.

For international staff in Fiji, only one foreign national per family can be employed with an entity operating in Fiji at any one given time. SPC may assist on a case-by-case basis with submissions to Fiji Ministry of Foreign Affairs for their consideration and final approval. SPC cannot and does not make any guarantee whatsoever of approval for such applications to Fiji Ministry of Foreign Affairs and where an application is approved, the spouse or partner will subject to such terms and conditions as may be set from time to time by the Ministry.

SPC does not charge a fee to consider your application and will never ask for your banking or financial information during the recruitment process.

Screening Questions (maximum of 2,000 characters per question):

1. Please provide examples of construction projects you have managed. Highlight what challenges you faced in project management, and what you did to overcome these challenges.
2. What do you consider are the keys to the successful management of facilities and assets in an organisation such as SPC which has different stakeholders across multiple locations?
3. What is your level of experience handling finance-related tasks such as multi-year investment plans, budgets, treasury? Please provide amounts, tools used and detail your specific role.
4. Please provide an example of a maintenance plan you have developed and describe what are the key factors which made it successful.