Facilities Management Officer

Facilities Management Officer at ESTEC, Real Estate and Facilities Management Department

Description

Facilities Management Officer, ESTEC Soft Services Section, Real Estate and Facilities Management Department (REFM) Department, Directorate of Resources and Services.

As the Facilities Management Officer, you will report to the Head of the Soft Services Section at ESTEC, and will oversee activities in the field of soft facilities management (FM) services and events organisation.

The Real Estate and Facilities Management (REFM) Department has responsibility for eight sites across Europe, with a total of approximately 250,000 sqm of working space as well as technical facilities, and a population of over 7,000 employees.

ESTEC is the largest of the ESA sites with a total of approximately 130,000 sqm of working space, the largest European satellite test centre, numerous laboratories and technical facilities, a conference centre and various general-purpose facilities with over 3,500 employees.

The delivery of FM services is outsourced to professional service providers. The role of the Facilities Management Officer is to manage the corresponding contracts and to ensure that the provision of services is in accordance with those contracts.

Duties

You will report to the Head of the Soft Services Section and your responsibilities will include:

• monitoring performance of service providers for FM soft services, including catering, cleaning, landscaping and logistics;
• monitoring and controlling costs for the FM soft services activities, ensuring compliance with the applicable contracts;
• monitoring the response of service providers to customer requests/feedback and acting as a point of contact for escalation;
• supporting the preparation of statements of work, working procedures and contractual documents, as well as initiating and overseeing tender processes with the support of ESA procurement officers;
• producing analysis/case studies on various FM-related matters and participating in the definition of policies and the harmonisation of practices in the field of facilities management;
• overseeing the organisation of conferences and special events at ESTEC.

For the activities in your area of competence:

• ensuring adherence to procedures in relation to health and safety;
• preparing surveys (including user surveys) and reports;
• preparing implementation plans and schedules, including budget planning and execution monitoring;
• evaluating and making recommendations for improvement.

Technical competencies

• Proven experience in the facilities management domain
• Analytical skills: proficiency in data analysis tools to evaluate and make recommendations for improvement
• Knowledge of real estate and facilities management software and tools

Behavioural competencies

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

Education

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

Additional requirements

You must also have strong communication, problem solving and interpersonal skills.

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, religious beliefs, age, disability or other characteristics.

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 contact.human.resources@esa.int.

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 to acquire the 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 are only considered from nationals of one of the following States: Austria, Belgium, Czechia, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Luxembourg, the Netherlands, Norway, Poland, Portugal, Romania, Slovenia, Spain, Sweden, Switzerland, the United Kingdom and Canada, Latvia, Lithuania and Slovakia.

When short-listing for an interview, priority will first be given to internal candidates.

The working languages of the Agency are English and French. For this position, proficiency in English is required. Knowledge of German and other Member State languages would be an asset.