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Special Tribnal for lebanon

Chief, Facilities and Assets Management Section

Vacancy Ref NL-OTR-FAMS-P3-949
Deadline for Applications 21 October 2019 (-777 days left)
Issuance Date 20 September 2019
Location Leidschendam
Organ / Section REGISTRY   /  Facilities Management Unit
Post Level P-3
Depending on professional background, experience and family situation, a competitive compensation and benefits package will be offered. The successful applicant will be offered a fixed-term appointment of one-year duration or until 31 December 2020, limited to the Special Tribunal for Lebanon (Tribunal). This appointment and any subsequent extension(s) will be subject to terms of the Tribunal's mandate and/or the availability of funds.

The Tribunal is an international inter-governmental organization with its own independent legal identity and not a United Nations (UN) organization. However, the Tribunal follows the UN common system of salaries, allowances and benefits to its staff members. UN staff members may also serve on loan from their parent department/office, if selected.

A roster of suitable candidates may be established for this particular profile as a result of this selection process for both fixed-term established and general temporary assistance posts.

The recruitment process may include a pre-screening exercise, written tests and competency-based interviews.

It is not necessary at this stage to send copies of qualifications, previous employment contracts, entire publications, etc.

Qualified female candidates are encouraged to apply.

Only candidates who are under serious consideration will be contacted. The Tribunal is not in a position to respond to queries regarding information on the status of vacancies.

The Registrar reserves the right not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. All applications will be handled with strictest confidentiality.


*The English version of this vacancy announcement is authentic. The French and Arabic versions, if available, are not official translations and are provided for information purposes only.


Responsibilities
Under the supervision of the Chief of Administration and within limits of delegated authority, the Chief, Facilities and Assets Management Section (FAMS) is responsible for the provision of the strategic planning, overall management and administration of the Tribunal's facilities at the Tribunal's headquarters in Leidschendam. He/she will be also responsible for directing all technical and financial aspects of operating the Beirut Office and the New York Liaison Office facilities.

The Chief FAMS is also responsible for the lifecycle control of all the Tribunal's assets at each of the facilities and elsewhere and for the provision and control of the supplies at headquarters.

More specifically, the incumbent:

A. Overall management:

1. Plans and manage the implementation of all necessary activities undertaken by the Facilities and Assets Management Section (FAMS) by:

i) Providing direction for and the control and management of the FAMS staff and preparing annual Work Plans, including the, setting of Section Goals.
ii) Estimating the FAMS's annual expenditures, proposing the section's budgetary requirements and preparing the budget submission. Preparing periodic expenditure and performance progress reports.
iii) Assuming responsibility for strategic planning for the Section and setting the vision and standards for the FAMS. Managing the delivery of services and monitoring achievements against the goals established in the Work Plan. Ensuring that facilities and asset management activities are carried out in a correct and timely fashion. Monitoring the expenditures against the budget for all activities connected with maintaining and operating the Tribunal's facilities and managing the assets.
iv) Recruiting, managing, guiding, developing and training the FAMS staff including following the established performance management procedures.
v) Fostering healthy teamwork and communication among the FAMS staff and across organizational boundaries.

2. Provides professional advice and makes recommendations to the Chief of Administration (CoA) on Technical and administrative matters related to the property and asset management, maintenance and operations of the Tribunal's various facilities. Submits responses to requests for information from the CoA, the MC and auditors.


B. Assets management:

1. Takes responsibility for the Tribunal's Assets by:

i) Ensuring assets databases are maintained and verified and provide reports on non-expendable property, inventory correctness as well as providing reports on asset value and acquisitions.
ii) Managing and providing direction on the disposal of assets.
iii)Managing the write-off and disposal processes and maintaining property disposal records (e.g. transfer sale or destruction).
iv) Assisting the PSB in preparing cases and write-off documentation and providing advice on disposal.
v) Taking responsibility for the disposal of surplus or written-off assets in fulfilment of the directions from the PSB and in terms of SSS's security requirements at the best value to the organization.
vi) Coordinating the work of Destruction and Disposal contractors.
vii) Coordinating the dispatching of donated goods.

2. R&I and Supplies:

i.) Takes responsibility for the receiving and inspection (R&I) of goods and equipment procured (or otherwise received) by the Tribunal and for keeping proper records;
ii.) Exercises overall control of the stockrooms, technical materials and equipment required for the building's maintenance and operation;
iii.) Reviews the furniture, equipment and supplies needed by the Tribunal and is accountable for the replenishment of the stocks as required.


C. Facilities management:

1. Acts as the principal point of contact and liaison for the building owners of the leased premises (lessors) and representatives of the Host Countries on all matters pertaining to the facilities. Specifically acting as the lessors' focal point on matters relevant to the rental agreements and renewals, occupancy, building maintenance and the maintenance of any parking or storage leased by the Tribunal.

2. Undertakes:
i) The planning and implementation of annual and long-term preventative maintenance programs.
ii) Coordination and oversight of all consultants' and contractors' activities in connection with the maintenance and servicing of the facilities.
iii) The management of all service contracts established for the maintenance of the infrastructure, the Tribunal's own equipment and installed security systems. The management of other service contracts including cleaning, catering, gardening and waste disposal.
iv) Development of scopes of works and specifications that govern building operations and maintenance as well as construction activities.

3. Oversees and manages the provision and allocation of office space across the Tribunal.
Knowledge and Skills
- Professionalism - Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

- Integrity - Demonstrates the values of the Organisation in daily activities and behaviours; acts without consideration of personal gain; resists undue political pressure in decision-making; does not abuse power or authority; stands by decisions that are in the Organisation's interest even if they are unpopular; takes prompt action in cases of unprofessional or unethical behavior.

- Respect for diversity - Works effectively with people from all backgrounds; treats all people with dignity and respect; treats men and women equally; shows respect for and understanding of diverse points of view and demonstrates this understanding in daily work and decision making; examines own biases and behaviours to avoid stereotypical responses; does not discriminate against individual or group.

- Communication - Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

- Teamwork - Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise;
is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

- Planning & Organizing - Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

- Accountability - Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

- Creativity - Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks "outside the box";
takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

- Client Orientation - Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems;
keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

- Commitment to continuous learning - Keeps abreast of new developments in his/her own occupation and profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; Seeks feedback to learn and improve.

- Technological awareness - Keeps abreast of available technology; understands applicability and limitations of technology to the work of the Office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology


MANAGERIAL COMPETENCIES:

- Leadership - Serves as a role model that other people want to follow: empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support;

anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvements; does not accept the status quo; shows the courage to take decisions. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.

- Vision - Identifies strategic issues, opportunities and risks; clearly communicates links between the Organization's strategy and the work unit's goals; generates and communicates broad and compelling organizational direction, inspiring others to pursue that same direction; conveys enthusiasm about future possibilities.

- Empowering Others - Delegates responsibility, clarifies expectations, and gives staff autonomy in important areas of their work; encourages others to set challenging goals; holds others accountable for achieving results related to their area of responsibility; genuinely values all staff members' input and expertise; shows appreciation and rewards achievement and effort; involves others when making decisions that affect them.

- Building Trust - Provides an environment in which others can talk and act with respect; manages in a deliberate and predictable way; operates with transparency;; places confidences in colleagues, staff members and clients; gives proper credit to theirs; follows through on agreed upon actions; treats sensitive or confidential information appropriately.

- Managing Performance - Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff;
encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

- Judgement/Decision-making - Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information;

checks assumptions against facts; determines the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.
Qualifications
- Education: Advanced university degree (Master's degree or equivalent) in facilities management, architecture, engineering, business administration, public administration or other relevant field. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

- Work Experience: A minimum of five years of professional experience (or seven years if in possession of a first-level university degree) in managing large, multi-storied, complex facilities with elevators and HVAC installations with a minimum of five years in a demonstrable managerial role. Specific experience in managing complex office facilities including lifts and air-conditioning installations. Experience in engineering, architecture and/or related fields will be considered an advantage.

- Languages: Arabic, English and French are the official languages of the Tribunal. For this post, fluency in oral and written English is required. Knowledge of any of the other official languages is an asset.