Facilities Manager

Open Society Foundations

The Open Society Foundations work to build vibrant and tolerant societies whose governments are accountable and open to criticism, whose laws and policies are open to debate and correction, and whose political institutions are open to the participation of all people. We seek to strengthen justice and the rule of law; broaden respect for human rights, including the rights of minorities; encourage pluralism and a robust diversity of opinion; deepen democratic practice and participation; expand economic equity; support effective governance; and invest in individuals, public and private organizations, and social movements that advance these goals.

We are a global network of foundations committed to local knowledge and national expertise. Our network includes national foundations, regional foundations, and other geographic programs operating in more than one hundred countries. At the same time, many programs with global reach operate from our four headquarters in Europe and the United States, including programs on digital information, documentary photography, drug policy, early childhood, education, fellowships, fiscal governance, higher education, human rights, international migration, justice, public health, scholarships, think tanks, and women’s rights. In addition to making grants to organizations and individuals, the Open Society Foundations engage in policy advocacy, legal advocacy and litigation, program-related investing, and public communications, as well as providing direct assistance to governments. Most programs and foundations in the network are governed or advised by their own boards.

The Open Society Foundations are the global philanthropies of George Soros, who, as chairman, plays an active role in the work of the foundations. 

Job Profile

The purpose of the position is to ensure the office facilities are operating efficiently and optimally and that all Health and Safety and other facilities-relevant regulations are adhered to.

Essential duties and responsibilities of the facilities manager include the following. The Open Society Foundations may add, change, or remove essential and other duties at any time.

Facilities

  • Assist the administrative director with lease management issues and project planning relevant to allocating and managing office space as required;
  • Source and liaise with external contractors regarding office maintenance projects;
  • Periodically review facilities supplier contract agreements and benchmark services and fees;
  • Liaise with the landlord on all operational facility and security matters on an ad-hoc and/or emergent basis;
  • Line-manage reception and ensure that reception has adequate cover staff;
  • Coordinate all office maintenance and repair activities;
  • Ensure office space is well maintained and is clear of hazards to staff at all times;
  • Manage implementation of the planned preventative maintenance regimen (heating, ventilating, air conditioning, and refrigeration);
  • Maintain an appropriate shredding system and/or confidential waste disposal including archiving projects;
  • Ensure workstations are ready for new starters;
  • Attend tenants meetings and report discussions and developments to the administrative director;
  • Ensure adequate security measures are in place and regularly monitor their effectiveness and report to the administrative director as required;
  • Ensure facilities meet government regulations and environmental, health, and security standards;
  • Ensure stocks of consumables (e.g., copier paper) are adequate;
  • Purchase and install office furniture;
  • Perform basic maintenance jobs;
  • Assist where necessary with office moves;
  • Manage office design issues such as acoustics;
  • Lead on and supervise office refurbishment works;
  • Lead on seating allocation and layout in consultation with HR and program managers;
  • Oversee the troubleshooting of photocopiers and/or fax machines;
  • Manage internal signage, reception plasma screen, and 8th floor kitchen notice board screen.

Health & Safety (H&S)

  • Assist the administrative director and the HR manager in developing and maintaining H&S management systems for the London office;
  • Monitor the effectiveness of the H&S systems by implementing an appropriate audit plan that includes a clear audit trail;
  • Ensure compliance with legal and statutory requirements on the application of H&S standards and internal procedures;
  • Ensure the H&S policy is updated in line with statutory requirements;
  • Ensure the provision of a robust first-aid service;
  • Devise a reporting system for work related accidents and ensure the statutory duties to report under RIDDOR are complied with;
  • Lead where necessary to support investigation of accidents and incidents in order to identify measures to prevent recurrence;
  • Manage and monitor the provision of emergency procedures, fire safety signs, fire alarm system, fire extinguishers, and relevant protective clothing and equipment (if necessary);
  • Ensure Fire Wardens (with back-up provision) are appointed on each floor, provide training on their responsibilities and maintain a Fire Roll Call checklist;
  • Notify the Fire Service to seek precaution advice if material changes and/or additional hazards are introduced to the premises;
  • Proper and timely assessment of risks to health and safety and implementation of measures identified as necessary from the assessments;
  • Carry out risk assessments as necessary, update risk assessment documentation as needed and file as appropriate completed assessments;
  • Upon consultation and guidance from the AD, publish and manage the evacuation plan and disaster planning;
  • Ensure the workplace satisfies health, safety and welfare requirements for ventilation, temperature, lighting, and self-service facilities;
  • Ensure the prevention, precautions against, or adequate control of, exposure to hazardous substances, and danger from flammable, explosive, electrical, noise, and manual handling risks;
  • Provide staff day-to-day assistance, ad-hoc advice, and support on generic H&S issues;
  • Advise on disability matters especially in the area of disabled means of escape;
  • Consult with the AD and the HR manager on H&S concerns/issues reported by staff;
  • Maintain and manage all health and safety information for record keeping purposes and preparation and delivery of reports;
  • Organise the setting up of an internal H&S committee, coordinate scheduled meetings, report updates on all H&S matters, and take minutes.

Administration and Other Duties

  • Manage the Facilities budget;
  • Occasionally assist the office and events assistant in daily tasks as needed;
  • Capture and process supplier agreements and related invoices on procurement and contracts management software;
  • Capture supplier invoices and payment requests on accounting software and process for payment;
  • Prepare external letters and memos as necessary and as directed by the administrative director;
  • General filing/photocopying as needed.

Staff

  • Line manage the receptionist.
Qualifications
  • Five years demonstrable experience in a facilities management role including experience managing a small team (reception) and external contractors—including landlord relationship management;
  • NEBOSH or IOSH qualified with experience of being responsible for health and safety including implementation of health and safety best practice and policies;
  • Experience managing supplier relationships and procuring large facilities management contracts;
  • A working understanding of the principles of office design, layout, seating plans, and refurbishment projects;
  • Ability to undertake minor repairs and maintenance including managing preventative and reactive maintenance;
  • Experience managing a facilities budget;
  • Experience of drafting and implementing disaster recovery and business continuity plans;
  • Focus on excellence in customer service;
  • Good communicator, personable in nature, and able to treat colleagues in a polite and courteous manner;
  • Excellent multitasking and problem-solving skills;
  • Numeracy and literacy competence;
  • Experience of Microsoft Office software;
  • Ability to prioritize, plan, and organize work while in a busy office environment.
Work Environment and Physical Demands

Essential functions are typically performed in an office setting with a low level of noise. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Compensation
Commensurate with experience. Excellent benefits package.
Application Instructions

Please send you CV and cover letter with salary requirement by October 26, 2014, to: recruitment@opensocietyfoundations.org. Include job code in the subject title: FM-LDN.