Head of the ESEC Estates and Facilities Management Service

Job Requisition ID: 18901

Date Posted: 30 September 2024

Application Deadline: 21 October 2024 23:59 CET/CEST

Publication: Internal & External

Type of Contract: Permanent

Directorate: Internal Services

Workplace: Redu, BE

Grade Band: A2 - A4

Location
ESEC, Redu, Belgium

Description
Head of the ESEC Estates and Facilities Management Service, ESTEC and ESEC Estates and Facilities Management Division, ESA Estates and Facilities Management Department, Directorate of Internal Services.

Duties
Reporting to the Head of the ESTEC and ESEC Estates and Facilities Management Division, you will be responsible for:

• managing FM hard services: overseeing KPl-driven outsourced contracts for the maintenance and operation of all buildings and the related technical infrastructure on the ESEC main site;
• managing FM soft services: overseeing KPl-driven outsourced contracts for the provision of onsite business services (cleaning, storage, transportation, customs handling, event and conference support) and staff services (canteen and social facilities), as well as managing technical and office accommodation;
• managing the implementation of the corporate physical security contract at ESEC;
• managing offsite buildings: overseeing the rental of the offsite buildings hosting the ESA education team, and managing contracts for the cleaning, catering, accommodation and physical security services for these buildings;
• overseeing construction and refurbishment projects: managing onsite construction and refurbishment projects for the EFM Department and third parties;
• managing SLAs: handling service level agreements with internal and external stakeholders for the provision of utilities and onsite infrastructure, as well as EFM services;
• strategic planning and budgeting: providing input for strategic planning processes, investment and annual work planning, as well as for the related budget preparation and revision exercises;
• ensuring compliance: ensuring the conformity of the ESEC health and safety management system with national legislation and compliance with the ESA Health and Safety Policy; ensuring the site's physical security complies with national legislation and relevant ESA Security Regulations and Directives; and ensuring the ESEC environmental management system conforms to national legislation and applicable ESA policies;
• coordinating audits and inspections: initiating and coordinating audits, inspections, visits, studies, accident prevention exercises and mitigation.

You will support the Head of Centre, as required, in the areas of site activity planning, security, health and safety and the environment, and in interfacing with national relevant stakeholders.

You will also be responsible for identifying, assessing, managing and reporting the health and safety risks in your area of responsibility.

Technical competencies
Facility management expertise: knowledge of both hard and soft services

Contract management: ability to manage KPI-driven outsourced contracts efficiently

Project management skills: competence in overseeing construction and refurbishment projects

Experience in strategic planning and with budget processes

Compliance knowledge: knowledge of health and safety regulations, physical security standards and environmental laws

Education
A master's degree in a relevant domain is required for this post.

Behavioural competencies
Result Orientation
Operational Efficiency
Fostering Cooperation
Relationship Management
Continuous Improvement
Forward Thinking

For more information, please refer to the ESA Core Behavioural Competencies guidebook

Additional requirements
A minimum of ten years of experience in project management or the management of service contracts.
A high degree of autonomy, good negotiation skills, effective communication skills and service orientation.
You should have the proven ability to meet deadlines under demanding circumstances in a multicultural environment.
You must have good interpersonal and communication skills, combined with a talent for negotiating and problem­ solving.
Possession of a Belgian health and safety "prevention advisor" certificate would be an asset.
Knowledge of another Member State language, especially a language of the host nation, would be an asset.
You should also have:

• the potential to manage individuals or a team;
• the ability to organise their activities and ensure a motivating work environment;
• strong leadership capabilities, with proven relationship management and communication skills;
• the ability to drive your team's performance, developing your people by encouraging learning, delegating responsibility and giving regular and constructive feedback;
• strong problem-solving skills to deal with day-to-day operational challenges, together with demonstrated planning and organisational skills;
• strong result orientation with the ability to set priorities and present practical solutions both orally and in writing;
• the ability to manage challenging situations proactively and constructively and to be customer focused.

People management experience would be an asset, as would international experience, i.e. outside your home country, as well as experience in diverse functional areas relevant to ESA activities.

Diversity, Equity and Inclusiveness
ESA is an equal opportunity employer, committed to achieving diversity within the workforce and creating an inclusive working environment. We therefore welcome applications from all qualified candidates irrespective of gender, sexual orientation, ethnicity, beliefs, age, disability or other characteristics. Applications from women are encouraged.

At the Agency we value diversity, and we welcome people with disabilities. Whenever possible, we seek to accommodate individuals with disabilities by providing the necessary support at the workplace. The Human Resources Department can also provide assistance during the recruitment process. If you would like to discuss this further, please contact us via email at [email protected].

Important Information and Disclaimer
In principle, recruitment will be within the advertised grade band (A2-A4). However, if the selected candidate has less than four years of relevant professional experience following the completion of the master’s degree, the position may be filled at A1 level.

Applicants must be eligible for security clearance by their national security administrations.

During the recruitment process, the Agency may request applicants to undergo selection tests. Additionally, successful candidates will need to undergo basic screening before appointment, which will be conducted by an external background screening service, in compliance with the European Space Agency's security procedures.

Note that ESA is in the process of transitioning to a Matrix setup, which could lead to organisational changes affecting this position.

The information published on ESA’s careers website regarding working conditions is correct at the time of publication. It is not intended to be exhaustive and may not address all questions you would have.

Nationality and Languages
Please note that applications can only be considered from nationals of one of the following States: Austria, Belgium, the Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Luxembourg, the Netherlands, Norway, Poland, Portugal, Romania, Spain, Sweden, Switzerland, the United Kingdom and Canada, Latvia, Lithuania, Slovakia and Slovenia.

According to the ESA Convention, the recruitment of staff must take into account an adequate distribution of posts among nationals of the ESA Member States*. When short-listing for an interview, priority will first be given to internal candidates and secondly to external candidates from under-represented Member States*.

The working languages of the Agency are English and French. A good knowledge of one of these is required. Knowledge of another Member State language would be an asset.

*Member States, Associate Members or Cooperating States.

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