JOB DESCRIPTION

The Facility Management Officer will be working in the Facility Management Sector (FMS) within the Procurement and Facility Management Unit (PFMU) and will be responsible for the following tasks:

Profile A) Facility Management Officer

1. Structuring the service delivery of the entire Sector, proposing and implementing procedures and processes enabling excellent output of the Sector, taking into consideration among others the latest state of art in facility management;
2. Establishing a detailed procurement plan for the needs of the Sector in accordance with the relevant rules and regulations;
3. Being responsible for the Sector’s adequate preparation and submission of procurement documents (e.g. performance of market analysis, preparation of technical specifications, evaluations), according to established rules and regulations in coordination with the Procurement Sector;
4. Managing and ensuring excellent implementation of service, supply, works or building contracts, monitoring and evaluating the performance of contractors and assuring continuous quality of their output;
5. Formulating assignments and vetting reports from external service providers;
6. Being a point of reference to all colleagues in the Sector and assisting where needed to achieve the desired outcomes for the Sector, supporting in particular with procurement and contract management issues;
7. Drafting working plans, conceiving project documents, notes to the file, contributing to internal governance and management reports;
9. Planning the budgets for the FMS or contracts under FMS management, monitoring and contributing to the applicable financial processes;
10. Performing any other tasks as required by the Head of FMS.

Profile B) Facility Management Officer

1. Managing the service delivery of the Sector’s engineering services, leading and controlling projects and overseeing externally contracted services, taking into consideration among others the latest state of art in engineering;

2. Conducting detailed assessments of technical assets and built structures to be maintained or deployed;

3. Being responsible for the Sector’s adequate preparation and submission of procurement documents (e.g. performance of market analysis, preparation of technical specifications, evaluations), according to established rules and regulations in coordination with Procurement Sector;
4. Managing and ensuring excellent implementation of services, supply, works or building contracts, monitoring and evaluating the performance of contractors and assures continuous quality of their output;
5. Formulating assignments and vetting reports from external service providers;
6. Being a point of reference to all colleagues in the Sector and assisting where needed to achieve the desired outcomes for the Sector, supporting in particular with technical engineering issues;
7. Drafting maintenance plans, bills of quantities, conceiving building projects and overseeing their execution, contributing to reporting of the Sector;
8. Developing procedures and methodologies to structure and streamline the engineering duties and retain relevant knowledge within the Sector;
9. Performing any other tasks as required by the Head of FMS.
11. Requirements
12. Eligibility Criteria

Candidates will be considered eligible for selection based on the fulfilment of the following formal criteria by the deadline for applications:

1. Have a level of education that corresponds to completed university studies of at least 3 years attested by a diploma ³;
2. Be nationals of one of the Member States of the European Union, Iceland, Liechtenstein, Norway, and Switzerland;
3. Be entitled to full rights as an EU citizen;
   1. Have fulfilled any obligations imposed on them by the laws on military service;
   • Possess a thorough knowledge (level C1 in all dimensions as per the Common European Framework of Reference for Languages or CEFRL) of one of the official EU languages and a satisfactory knowledge (level B2 in all dimensions as per the CEFRL) of another one of these languages to the extent necessary for the performance of the duties pertaining to the post⁴;
   3. Meet the character requirements for the duties involved⁵;
   4. Be physically fit to perform the duties linked to the post⁶.

Selection Criteria

1. If the eligibility criteria set out in section A) Eligibility criteria are met, the candidates’ applications will be evaluated on the following selection criteria. These criteria have been subdivided into two categories: Essential and Advantageous Selection Criteria.

   Please note that all Essential criteria are mandatory, meaning that no application will be assessed further if a candidate obtains a zero score in any of the Essential Criteria.

   The most suitable candidates with the highest overall scores will be invited to an interview.

   Profile A) Facility Management Officer Essential

   1. Proven professional experience in facility and/or building management;
   2. Proven professional experience with procurement and/or contract management in the area of facility and/or building management;
   3. University degree in Facility Management, Engineering, Logistics, Business, Public Administration, (Hospitality) Management, Law or similar.

   Advantageous

   1. Proven professional experience with the EU Financial Regulation in the field of public procurement;
   2. Proven professional experience in a position related to the aforementioned tasks (Job description profile A) within an international organisation and/or public sector;

1. Knowledge of and/or professional experience in project management.

Profile B) Facility Management Officer Essential

1. Proven professional experience in project management of civil works and/or building maintenance;
2. Proven professional experience with procurement and/or contract management in the area of mechanical and electrical engineering and/or civil works;
3. University degree in Civil engineering, Mechanical engineering, Architectural engineering, or similar.

Advantageous

1. Proven professional experience in a crisis response environment;
2. Proven professional experience in a position related to the aforementioned tasks (Job description profile B) within an international organisation and/or public sector;

Knowledge of and/or professional experience in public financial and/or procurement regulations