World Bank Associate Facilities & Administrative Officer - Jobs in Ghana
World Bank Associate Facilities & Administrative Officer - Jobs in Ghana
DescriptionIFC—a sister organization of the World Bank and member of the World Bank Group—is the largest global development institution focused on the private sector in emerging markets. We work with more than 2,000 businesses worldwide, using our capital, expertise, and influence to create markets and opportunities in the toughest areas of the world.
In fiscal year 2018, we delivered more than $23 billion in long-term financing for developing countries, leveraging the power of the private sector to end extreme poverty and boost shared prosperity.
Role & Responsibilities:
Oversee and ensure that the terms and conditions of the service contracts (building management teams) and IFC-facility standards for operations and maintenance, including preventive maintenance schedules for building equipment are adhered to
Oversee the document management of all Building Manuals, Operating Instructions, insurance requirements and insure proper management
Receive and attend to all facilities related issues in an organized, communicative and transparent manner. Provide status and follow-up documentation to team lead
Coordinate job responsibilities with the on-site World Bank Group Security Officer and interact with Corporate Security and EMT
Monitor the performance of the Facilities Helpdesk that is operated by the FM Services Contractor.
Report and track facilities-related building occupant needs and the resolution of reported problems
Manage an asset program for IFC-owned furniture, equipment, fixtures and vehicles
Coordinate required building management purchases under $25,000 with the Regional Finance Controller using corporate procurement guidelines.
Provide support to Finance Budget and Procurement teams
Work closely with the Regional Real Estate Coordinator (RREC) Team Lead to formulate reporting procedures for monthly expenses. Provide monthly building management budgets and expense reports.
As required, attend and report at the Country Office Management Unit Meetings
Review all contractor invoices and recommend for payment by the Accra-based Finance Officer. Provide monthly building management budget and expense reports to the RREC Team Lead
Develop annual building management cost estimates with the RREC Team Lead, for submission for inclusion in the annual budget preparation
Develop technical and statement of work specifications for any additional contracted building and equipment maintenance services and participate in the evaluation/selection of bidders responding to RFIs, RFPs, or other contract procurement processes as needed in the Accra Office ensuring compliance with the World Bank Group's procurement standards for larger facilities purchases and contracts
Assist with providing architectural and equipment background and data on the current facility as needed for the design and construction of any minor interior renovations to ensure alignment with building systems and equipment, finishing standards and compliance with fire, life and safety codes
Compile a portfolio of companies to be solicited for the various procurement
needs
Maintain a current table of head and seat counts in the Accra office
Ensure that established procedures for all fire, life safety and security programs are followed for periodic inspections and staff emergency drills. Plan and conduct the emergency drills, in coordination with the Country Security Specialist
Maintain a space use database and coordinate internal moves with local IT staff
Take responsibility for administrative tasks including but not limited to: procurement of certain non-facilities related goods and services; recruitment of local consultants and temporary staff/firms, contract management, and first-level SAP approvals.
Act as IFC representative for United Nations Operations Management Team in Ghana
Act as driver supervisor and coordinate their medical examinations and training
Provide support to the real estate carbon footprint team by coordinating an effective Greening Program to minimize waste and user impact on the environment; implements effective post-occupancy energy and water management programs to reduce the building footprint.
Selection Criteria
A graduate degree, preferably in Architecture, Facilities Management, Construction Management, Mechanical/Electrical Engineering, or a related discipline, and over 6-8 years of relevant experience or equivalent combination of education and relevant experience
Working knowledge of building infrastructure and engineering systems, international and local Ghana building codes and regulations, an advantage
Procurement and financial management skills and experience
Strong project and construction management skills with ideally related certification
Demonstrated ability to work independently to effectively manage multiple and/or complex operational issues in a building
Interest in, and experience with, sustainable facilities management practices
Excellent spoken and written English communication skills. Ability to diplomatically communicate with clients at all levels, as well as local government authorities and contractors.
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 other vendors to deliver integrated services
Ability to systematically maintain records for contract administration, building operations and costs to facilitate periodic contract audits by internal auditors
Knowledge and experience with the latest technology relevant to assigned responsibilities such as Microsoft Office, AutoCAD (or equivalent), MS Project, Primavera or equivalent project tracking software desirable
Initiative in learning and/or supporting implementation of emerging technology and systems relevant to effective work of the office.
Willingness and ability to be available on a 24/7 basis in case of emergencies
Willingness to travel internationally on occasion.
How to Apply
Interested and qualified candidates should apply online by 3rd May 2019
This position is subject to local recruitment and a local salary scale.
Only those candidates who meet the above requirements will be considered
For more information and job application details, see; World Bank Associate Facilities & Administrative Officer - Jobs in Ghana
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