Facilities Management Officer

Your role

Reporting to the Head of Property Services based in the UK, the Facilities Management Officer (A2) will be part of the team supporting the organisation across its three duty stations by delivering on areas including, but not limited to, sustainability and environmental targets, procurement of goods/services, budgetary management, Health & Safety management and general facilities related services. The Facilities Management Officer will also lead a small team based in our Bonn duty station and assist the Head of Property Services and our New Buildings Project Manager with the planning and implementation of the Centre’s new office facilities in Germany, coordinating and liaising with the German ministries and their project team as required. The role will manage and oversee the day to day property/facilities related activities of our interim facility providing line management to the Office Manager and acting as the main site contact between ECMWF and our host German authority for day to day property related matters.

About ECMWF

ECMWF is the European Centre for Medium-Range Weather Forecasts. It is an intergovernmental organisation created in 1975 by a group of European nations and is today supported by 35 Member and Co-operating States, mostly in Europe. The Centre’s mission is to serve and support its Member and Co-operating States and the wider community by developing and providing world-leading global numerical weather prediction. ECMWF functions as a 24/7 research and operational centre with a focus on medium and long-range predictions and holds one of the largest meteorological archives in the world. The success of its activities relies primarily on the talent of its scientists,

strong partnerships with its Member and Co-operating States and the international community, some of the most powerful supercomputers in the world, and the use of innovative technologies such as machine learning across its operations.

Over the years, ECMWF has also developed a strong partnership with the European Union, and for the past seven years has been an entrusted entity for the implementation and operation of the Climate and the Atmosphere Monitoring Services of the EU's Copernicus component of its Space Programme, as well as a contributor to the Copernicus Emergency Management Service. The collaboration does not stop there and includes other areas of work, including High Performance Computing and the development of digital tools that enable ECMWF to extend its provision of data and products covering weather, climate, air quality, fire and flood prediction and monitoring.

ECMWF has also recently adopted a hybrid organisation model which allows its staff to mix both office working and teleworking. This generous and flexible model provides our staff with considerable flexibility to spend time outside or away from their duty station and decide how they wish to manage their professional working time at ECMWF. ECMWF is an organisation that values the whole being and both understands and values the need for flexibility in the way its staff work.

For more info about us see www.ecmwf.int.

About Property Section

The Property Section is part of the Administration Department at ECMWF and has a wide-ranging set of responsibilities all related to providing and maintaining the office environment at all three ECMWF duty stations. This includes, but is not limited to, the following:

• General management of ECMWF facilities including building maintenance, catering, cleaning and security
• Supporting the establishment of the Centre’s new facilities in Reading, UK, and Bonn, Germany
• Managing the Centre’s insurance portfolio
• Providing conference and hospitality services for internal and external events
• Health and safety management
• Office management, including office moves, space planning, and alterations to premises
• Supply of office equipment, including office furniture, stationery and consumables
• Provision of central printing services and management of printer fleet

Your responsibilities

Line Management

• Provide line management responsibilities to the Office Manager and oversight of the Facilities Support Operative
• Deputise of the Head of Property Services when required

Project and Collaboration

• Attend meetings with internal and external stakeholders as required for both current and future property related matters
• Support the new buildings Project Manager with the planning and project delivery of the new facility
• Lead the planning and implementation of the future relocation of staff from interim facility to the new facility in Bonn
• Work closely with other departments and the staff committee to ensure a smooth transition to our new facility and its day-to-day functioning thereafter

Operational Management

• Liaising as the main point of contact with the relevant German authority for day to day facilities and property matters, including building maintenance, space planning, utilities and building recharges
• Support the budget management process for the Property Section as required including relevant property related projects
• Oversee the procurement of goods and services related to Property where required

General tasks and responsibilities

• Contribute to the annual budget process and monitor its implementation as applicable
• Support the implementation of the Centre’s Environmental Plan
• Assist with property related procurements and tenders where required
• Assist with hospitality and event planning, office management, fixed asset physical checks
• Implement and ensure compliance with Health and Safety standards including fire regulations

What we're looking for

• A professional with substantial experience in facilities/property management
• Proven ability to oversee and deliver complex facilities projects such a large scale change projects
• Ability to work in an international, multicultural environment and someone that can build strong working relationships with internal and external stakeholders
• Excellent interpersonal and communication skills
• Strong analytical and problem-solving skills, with a proactive approach
• Flexibility, with the ability to adapt to changing priorities
• Self-motivated, and able to work with minimal supervision
• Dedication and enthusiasm to work in a team
• Ability to work efficiently and complete diverse tasks in a timely manner

Qualifications

• A university degree (EQ6 level or above) or equivalent industry experience
• Professional certifications relating to the role (e.g IWFM, CIOB, IOSH, NEBOSH, IFMA etc)

Experience

• Relevant track record of delivery within a facilities / property management background, allied to the duties and responsibilities stated previously
• Experience in budget planning and implementation
• Experience in delivering major change projects within a facilities/property environment
• Experience in managing Health and Safety compliance and fire regulations within a corporate environment
• Experience of implementing sustainability initiatives (desirable)
• Experience of working in an international environment (desirable)

Knowledge and skills

• Advanced Microsoft Excel and good working knowledge of Microsoft Office, Outlook and Teams
• Candidates must be able to work effectively in English and interviews will be conducted in English
• Due to the nature and location of the role, candidates must be fluent in German

Other information

Grade remuneration: The successful candidates will be recruited according to the scales of the Co-ordinated Organisations and the annual basic salary will be NET of tax. ECMWF also offers a generous benefits package, including a flexible teleworking policy. Full details of salary scales and allowances available on the ECMWF website at www.ecmwf.int/en/about/jobs, including the ECMWF Staff Regulations and the terms and conditions of employment.

Starting date: as soon as possible

As a multi-site organisation, ECMWF has adopted a hybrid working model and culture, allowing significant flexibility to staff to mix office working and teleworking.

Interviews by videoconference (MS Team) are expected to take place shortly after the closing date.

Who can apply:

Applicants are invited to complete the online application form by clicking on the apply button below.

At ECMWF, we consider an inclusive and diverse environment as key for our success. We are dedicated to ensuring a workplace that embraces diversity and provides equal opportunities for all, without distinction as to race, gender, age, marital status, social status, disability, sexual orientation, religion, personality, ethnicity and culture. We value the benefits derived from a diverse workforce and are committed to having staff that reflect the diversity of the countries that are part of our community, in an environment that nurtures equality and inclusion.

Applications are invited from nationals from ECMWF Member States and Co-operating States. ECMWF Member States and Co-operating States are: Austria, Belgium, Bulgaria, Croatia, Czech Republic, Denmark, Estonia, Finland, France, Georgia, Germany, Greece, Hungary, Iceland, Ireland, Israel, Italy, Latvia, Lithuania, Luxembourg, Montenegro, Morocco, the Netherlands, Norway, North Macedonia, Portugal, Romania, Serbia, Slovakia, Slovenia, Spain, Sweden, Switzerland, Türkiye and the United Kingdom.

In these exceptional times, we also welcome applications from Ukrainian nationals for this vacancy. Applications from nationals from other countries may be considered in exceptional cases.