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Facilities Management Officer

European Centre for Medium-Range Weather Forecasts (ECMWF) - Administration

Your role 

Reporting to the Head of Property Services, the candidate will work within a small team and will support the Head in the management of the Section. This would include the establishment and monitoring of the annual refurbishment and maintenance plans, managing the Centre’s insurances’ portfolio, assisting the Head of Property Services with the planning and implementation of the Centre’s new office facilities in both Germany and the UK, coordinating the procurement of office equipment, supplies and services, providing contract management support for the Centre’s outsourced facilities contracts in the UK and Italy and assist with occasional international shipment of goods and equipment between the Centre’s three sites in the UK, Italy and Germany.

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 ECMWF.  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
  • Management of the Centre’s vehicles and arranging transport services 
Duties and responsibilities 

Assist the Head of Property Services with planning for the Centre’s new facilities in Germany and the UK   

  • Attend meetings with internal and external stakeholders
  • Liaise with the Centre’s Independent Client Advisor
  • Assist with the eventual relocation of staff from interim to final facilities in Bonn

Managing the Centre’s Insurance Portfolio

  • Manage insurance policies, including property damage, HPC and travel
  • Annual Policy renewals
  • Processing claims

Procurement of Office Equipment, Supplies and Services

  • Procurement of office equipment, supplies and services
  • Budget Management of Property Services’ budgets for all 3 sites
  • Budget Management of some HR budgets and property-related project budgets
  • Raise all necessary paperwork, requisitions, purchase orders and contract documents
  • Checking that delivery notes and service sheets correspond with the relevant contracts
  • Clear all relevant invoices promptly
  • Represent ECMWF for Electricity and Gas contracts, monitor the supply, readings and invoices
  • Monitor fuel duties for all the Centre’s official vehicles and submit relevant documentation to the FCO quarterly to obtain refund of duty and VAT

Establishment & Monitoring of Annual Refurbishment and Maintenance Plans

  • Establish & monitor the annual refurbishment and maintenance plans and related budgets in conjunction with Property Services and Finance
  • Contribute to the annual budgeting process
  • Monitor plans and related expenditure
  • Monitor the Centre’s hazardous waste and maintain the Centre’s registration with DEFRA
  • Assist with managing the outsourced catering, cleaning and security contracts
  • Provide support for Office Manager and Facilities Officer
  • Assistance with hospitality and event planning, office management, fixed asset physical checks, and management of outsourced catering, cleaning and security contracts
What we're looking for
  • Excellent interpersonal and communication skills 
  • Strong analytical and problem-solving skills, with a proactive approach 
  • Self-motivated, and able to work with minimal supervision 
  • Ability to maintain effective communication and documentation with the rest of the team and a distributed user community
  • Dedication and enthusiasm to work in a team 
  • Ability to work efficiently and complete diverse tasks in a timely manner
Education
  • A university degree (EQ6 level or above) or equivalent industry experience
  • CIPS to Level 4 (desirable)
Experience
  • Strong facilities / property management background, allied to the duties and responsibilities stated previously  
  • Experience in budget planning and implementation
  • Experience in managing an organisation’s insurance portfolio
  • Experience of using Enterprise Resource Planning (ERP) systems
  • 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
  • A good knowledge of one of the Centre’s other working languages (French or German) will be considered a strong asset
Other information 

Grade remuneration:  The successful candidates will be recruited at the A2 grade, according to the scales of the Co-ordinated Organisations and the annual basic salary will be GBP 68,374.56  NET of tax. ECMWF also offers a generous benefits package, including a flexible teleworking policy. The position is assigned to the employment category STF-PL  as defined in the ECMWF Staff Regulations. 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

Length of contract: 4 years with the possibility of extension

Location:  Reading, UK

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 during February 2022. 

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 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, listed below: 

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, Turkey 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. 

Location: Reading
Salary: £68,374.56 NET annual basic salary + other benefits. Grade A2
Hours: Full Time
Contract Type: Fixed-Term/Contract
Placed On: 25th January 2023
Closes: 7th February 2023
Job Ref: VN22-78
   
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