ThaiNGO

The purpose of this position is to manage the overall ICRC premises & infrastructure department with a lean and efficient management approach. The Institution place huge importance in the sustainable aspects of the premises management and protection of the environment. The successful candidate for this post will have a proven record in a similar position. S-he will manage a team of around 20 housekeepers and will report to the Head of Department.

Duties:

 Premises (apartments and office Management)Selection and installation

• Follows up on contract renewal and/or cancellation
• Participates in the selection of the premises and in the contract negotiation process
• Equips selected residences in accordance with the housing policy (participates in the purchasing)
• Ensures that Premises are equipped according to the ICRC security guidelines
• In charge of the inventory of ICRC furniture and materials as well as establishing of valued inventories of owner material
• In charge of premises storage
• In charge of the management of the key duplicates and key box(es)
• In charge of Premises security system (Office access system, CCTV, guards etc.)

Maintenance and utilities

• Controls and approves all premises related expenses and ensure timely payment according to internal regulations (electricity, water, communication etc.)
• Follows up maintenance requests from residences and offices
• Coordinates with the property owners to arrange for the replacement of faulty equipment or major maintenance
• Coordinates with external contractors for work to be performed within ICRC premises
• Inform the residents of the action taken within their places
• Establishes a list to follow up recurring maintenance duties (monthly pest control, quarterly AC cleaning, yearly fire extinguishers, batteries for fire alarms)
• Creates and updates a list of suppliers and contractors (electrician, plumbers, painters, daily workers) with contact numbers
• Organizes and follows up with the pest control and the maintenance of the Air con, etc.

Report and Filing

• In charge of the filing of documents relating to rented places
• Prepares utilities reports and statistics on regular base (electricity, water, etc.)
• Permanently updates all premises related documents and instructions
• On a monthly basis, updates and submits to Finance Dept. the list of premises. Ensure that the data on the spreadsheet is accurate
• Updates him/herself on regular base on all ICRC premises related instructions and guidelines (F&A manual, security DB)

Contacts

• Maintains contact with landlords for contractual agreements
• Keeps updated about the real estate market and make suggestions of new solution for the accommodation of expatriates
• Maintains contacts with local technical consultants

Purchasing

• Prepares or checks the Requisition Orders for the department
• Approves and supervises the purchases of maintenance related material and of equipment for the residences according to the standard list
• Analyses and performs quotations when necessary

Team management

• Supervises the team of housekeepers and premises related staff
• Establishes monthly housekeepers working schedule and ensures holiday and absence control and replacement accuracy
• Establishes and control cleaning schedules
• Coaches and trains the housekeepers and provide them with support as needed
• Establishes/participates in the Job Description and appraisal exercise for the housekeepers

Support to Sub-delegations

• Supports 5 other sub delegations in all premises related issues under Bangkok delegation
• Keeps original contracts of sub-delegation in BAN filing
• Keeps sub-delegation admin/Head of sub-delegations updated on all issues related to premises management and organize regular visits ( to 2 times a year) to each place

Required knowledge & experience

• University degree or advanced technical certificate or equivalent
• Fluent in English and/or French
• Computer proficiency, incl. spreadsheets
• 2 years in the same field of activity

Your profile

• Robust management skills
• Strong interpersonal skills with a proven sense of service and confidentiality
• Excellent and effective communication and interest to work in a multicultural team
• Autonomous and smooth negotiator
• Good background in property management or real estate business

We offer a rewarding and enriching work in a humanitarian and international environment, and also:

• Initial training and on-boarding organized
• A competitive salary with benefits

• ICRC is a humanitarian organization, which works to protect and assist victims of armed conflicts. The position within the institution requires to convey/carry a certain image of the ICRC. ICRC expects its employees to behave in an appropriate manner at all times and in all places. All members of staff should ensure their attitudes correspond to ICRC principles both during and after working hours.

Starting date: May 2018

Qualified applicants are requested to submit their comprehensive CV and letter of motivation in English, as well as salary expectations, by email only to: BAN_Recruitment_Services@icrc.org.

(Only short-listed candidates will be contacted)