Building Project Manager
Organisational Context
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organisation with 189 member National Societies. It is guided by its Strategy 2020 which voices our collective vision and determination to move forward in tackling the major challenges that confront humanity in the present decade.
The Administration department is part of the Governance and Management Services Business group and covers five units, namely, Building Management, General Services and Conferences, Language, Library and Archives as well as Insurance management. Its mission is to provide cost-effective day-to-day administrative services that enhance the productivity of the Secretariat as well as to ensure staff safety and well-being.
The administration department serves many stakeholders at various levels, such as all business groups at the Federation Secretariat in Geneva, the Federation zone offices and country representation in the field, the Federation Governing board and commissions, the National Societies and many other partners.
The Building Management Unit ensures a vital role in the efficient running and security of the Secretariat premises and the overall coordination of the new building project, from April 2014 to June 2018.
Job Purpose
To supervise the effective coordination of the 4-year new building project as an IFRC project manager; to set up best practices and provide guidelines to Secretariat building management functions in zone and country offices; and to establish and maintain efficient and economical building management of Secretariat premises.
Job Duties and Responsibilities
1. Management, Policy and Reporting
- Act as the IFRC project manager for the new building and be the main interface with the architects, the local authorities (Swiss Confederation, FIPOI, Canton of Geneva, City of Geneva) and all involved consulting firms and contractors.
- Organize and lead meetings in relation to the project: the Building Steering group meetings with the government authorities; the in-house Building Task Force meetings with technical departments, senior management and all staff; and represent the IFRC in any other ad-hoc meetings and forums as needed.
- Prepare and coordinate all inputs for the Head of Department to update the Governing Board, the Finance Commission and the Audit & Risk Committee.
- Report regularly to the Head of Administration and Senior Management on all aspects of the project, interpreting and explaining plans.
- Draft regular progress reports and minutes for Steering Committee and Project Team meetings. Ensure project documentation is complete and archives set up as per IFRC rules.
Technical responsibilities
- Develop a project organization plan for the management, design, renovation of Building A, office reallocation and construction aspects of the project.
- Schedule the project in logical steps. Prepare budget and schedule with time required to meet the deadlines and associated costs.
- Organize and direct activities concerned with the reallocation, demolition and construction and revise the plans as and when required. Ensure effective coordination of project stakeholders to avoid conflicting work plans, duplication of efforts and interruption in services.
- Lead the project team and develop individual work plans and assign responsibilities.
- Prepare and review requirements and specifications to determine requirements, construction materials and methods.
- Approve the technical specifications prepared by the architect, engineers for different works to be put out for tender and participate in the technical evaluation of bids received.
- Facilitate in obtaining required construction approvals and permits.
- In cooperation with the Procurement Unit of the Global Logistics Service (GLS), oversee the tendering and contractual agreements for reallocation and construction activities.
- Manage temporary reallocation of offices to the new premises during construction phase from Summer 2015 to Winter 2018.
- Inspect and review the construction works to ensure that contractors fulfil all responsibilities. Follow up on recommendations of the involved expert.
- Visit the construction site on a regular basis. Investigate damage, accidents, or delays to ensure that proper procedures are being carried out.
- Ensure quality control is in place and monitor design conformity. Maintain strict adherence to quality and safety standards.
- Upon review and approval of the deliverables prepared by contractors recommend instalment payments as specified in the project contracts.
- Ensure that the construction activities progress according to the pre-determined schedule through daily communication with all involved parties including architect, engineering firms and contractors.
Green building
- Keep abreast of technological developments in the construction industry and assess if such developments could have a positive impact on the project in terms of reducing its cost, speeding up the works or improving their quality, particularly in terms of the environmental impact.
- Identify and apply the green building concept and practices through all steps of the project in consultation with all stakeholders.
Financial management
- Oversee project accounting functions in terms of incomes and expenditures, ensure no financial exposure, manage related risks in the project and ensure compliance with the IFRC Financial Regulations and Rules. Prepare and submit annual budget estimates as per the business plan including risk management, monitor the budget implementation and cost tracking and produce reports on them.
- Follow up on the FIPOI contract implementation and the 50 million loan reimbursement process with Finance Department.
- Facilitate the additional fundraising for the park installation and animations, decoration, and communication programme and any other extra non-budgeted items.
Communication responsibilities
- Develop and implement an effective communication strategy for the project.
- Develop the concept of animation for the park in liaison with the Communication Department, the Architects and the relevant Services of the City of Geneva.
- Coordinate the co-creation process with all the staff and technical departments to ensure relevant and transparent information and organize the communication on the Special web page for the building project.
2. Monitor maintenance of buildings, housing, parking and ground
- Manage cost-effectively the adequate maintenance of the office premises and grounds, and supervise the proper functioning of the office utilities (electricity, water, telephone, etc.)
- Supervise external companies’ work for heating, repairs/renovation, gardening, security, fire fighting equipment and cleaning services and re-advertise contracts as necessary in accordance with Federation procedures.
- Supervise maintenance and upgrading of technical equipment (elevator, air conditioning, security access system, upgrading of electricity cabling).
- Respond to all staff demands related to building issues and identify the most cost effective and adequate solutions.
- Manage the workspace allocation and ensure that adequate working environment, work station and facilities are provided for the staff well-being according to regulations, security and safety.
- Be responsible for leading and supervising all renovation works on the premises, conducting feasibility studies if necessary and refurbishing office space in the most cost-effective way.
- Coordinate the purchases of all furniture, office equipment and household appliances.
- Manage and control all invoices concerning building services in accordance with codified and approved requests.
- Supervise the studio programme (renovation, management…)
Staff management
- Manage a team of 2 subordinates to carry out the efficient and timely services of the BM unit.
Support to Secretariat offices
- Provide guidance and support to Federation zone and country offices to ensure that building management best practices are shared and applied throughout the Federation offices.
Position Requirements
- Degree or similar professional or vocational qualification in Structural/Civil Engineering, Architecture, Planning, Construction Management or related technical field
- Postgraduate in construction management, engineering, architecture or project management
- 5 years’ experience in dealing with large construction and project management
- 5 years Staff Management experience
- Working experience with the Red Cross/Red Crescent Movement preferred
- Working experience in building management preferred
- Flexibility, strong problem solving and pragmatic, pro-activity and innovation, accountability, integrity, decision- maker and organiser, able to work under pressure
- Strong negotiation skills, collaborative relationships and listening skills
- Leadership skills, team work and service oriented approach
- Excellent communication skills, orally and in writing
- Ability to work in a multicultural environment
- Knowledge in construction and building management (understanding of engineering, architectural and other construction drawings, familiarity with job costing, knowledge of building codes and standards preferably in the Swiss context)
- Sound knowledge of local laws and regulations pertaining to building and security requirements in Switzerland preferred
- Good mastery of general administration, reporting and finance management preferred
- Fluent in spoken and written French and English
- Good command of another IFRC official language
How to apply:
Interested candidates are encouraged to apply via our website:
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