Facilities Contracts and Resources Officer (P-3)

Organisational Context
The General Services Section (GSS) organizationally belongs to the Division of Management Services in the Registry. The GSS consists of four units: the Facilities Management Unit (FMU), that is responsible for operation and management of the owner occupied Headquarter Premises at The Hague and assessment and adaptation of rental premises at the Court’s field locations; the Procurement Unit (PU) which provides value for money goods and services required by all Organs of the Court; the Transport and Logistics Unit (TLU), providing distribution, supply chain services, fleet management and shipping at HQ and field locations. The Travel Unit (TU) is responsible to provide all official travel of the ICC. The Chief GSS reports to the Director of Management Services.

The ICC Headquarter Premises are purpose-built facilities with an overall useful space of 56,000 m2. The building has an office part for 1,200 staff members, 3 courtrooms equipped with interpretation facilities and audio-visual technology according to international standards, detention areas, a media centre, a conference centre, staff and visitors’ restaurant, library, a visitors’ centre and exhibition area, parking space and extensive landscape. Furthermore, the ICC operates offices in several of the countries in which investigations are being conducted.

Duties and Responsibilities
The Facilities Contracts and Resources Officer works at the ICC Headquarters based in The Hague. Under the direct supervision of the Head, Facilities Management Unit, the incumbent performs the following tasks:
 

1. Establish building related service contracts with external service providers:

• Identify client demands and translate operational and functional requirements into technical specifications;
• Develop Scopes of Work to procure building related services and integrate relevant Key Performance Indicators for effective performance monitoring;
• Perform the technical evaluation of vendors’ proposals and recommends the acceptance of the technically most advantageous offer;
• Liaise with the Procurement Unit on a regular basis to create and maintain the Facilities Management Unit’s procurement plan;
• Liaise with the Registry Legal Office (through the Procurement Unit) in connection with contract negotiations.

2. Administer, manage, and oversee building services that are provided on the basis of a contract with external partners and ensure effective monitoring of the contractors’ performance consistent with Key Performance Indicators contractually agreed upon:

• Monitor the performance of contractors and external consultants to assure that performance objectives are met;
• Manage all aspects of contract administration on building services which includes the review of requisitions, monitoring contract compliance, and verifying invoices for payment;
• Reports on performance regularly, provide trend and performance analyses;
• Verify that services have been completed in accordance with the contract, and ensure that all requirements are met during contract implementation;
• Represent FMU in meetings with vendor representatives on the tactical level;
• Ensure accurate contract documentation.

3. Coordinate building related services with specialized maintenance contractors and experts at the ICC Headquarter Premises including replacements of building components that have reached the end of their useful lives (capital replacements):

• Consider services performed against agreed timeframe, by preparing time plans and schedules;
• Prepare the register of building components including all relevant data such as the installation time, the expected time of useful life and their values and ensure its accuracy, ensure application of IPSAS;
• Cooperate with the Court’s asset management and accounts management teams;
• Cooperate with the contractor(s) in updating the information and maintain a record of changes;
• Create rolling five-year capital replacement plans and a long-term plan with a horizon of at least 20 years;
• Administer the risk register related to hard building services.

4. Oversee the technical building operations team:

• Lead, guide and direct the technical team in line with the organization’s strategic goals;
• Supervise the technical building operations team;
• Manage the team in line with the Court’s values and performance management system.

5. Ensure continuous financial and budgetary control of all contracts with external service providers and contribute to the budget proposals for Facilities Management:

• Prepare cost estimates for the services, develop service profiles, identify tasks involved and contribute to the annual budget planning of the Facilities Management Unit;
• Prepare multi-year financial plans for soft (cleaning, catering, gardening, waste management, logistical and conference support services) and hard building services (preventive and corrective maintenance, capital replacements) and utilities (electricity, drinking water, sewage water, heating and cooling, etc.).

6. Formulate and initiate contract management and resources control procedures for the Facilities Management Unit:

• Develop financial control elements and monitor actual contract expenditure for building related services against planned expenditure;
• Elaborate contract management policies and SOPs for application in the Facilities Management Unit to ensure contractual compliance and effective performance.

Essential Qualifications
 

Education:
Advanced university degree in architecture, engineering, civil engineering, building science or related field, is required.  A first-level university degree in combination with two additional years of qualifying experience is accepted in lieu of the advanced university degree.
 

Certification in Project Management and/or IPSAS would be an asset.

Experience:
A minimum of five years (seven years with a first level university degree) of progressively responsible experience in building planning, architectural design and maintenance in the building management and/or construction industry, including responsible project management or contracts management experience and experience in the planning and execution of building projects, is required.

A minimum of three years professional experience in an international or governmental organisation is desirable.

Knowledge, Skills and Abilities:

• Proficiency in MS Word, Excel and Power Point; 
• Experience with ERP systems, preferably SAP; 
• Knowledge of time planning tools (such as MS Project);
• Knowledge of architectural tools such AutoCAD or other CAD systems would be considered an asset;
• Ability to elaborate technically accurate and well-structured Scopes of Works and Terms of Reference; 
• Knowledge of building codes and labour regulations;
• Experience in staff management;
• Ability to lead a tight team effectively;
• Ability to manage consultants and contractors;
• Ability to interact positively and effectively with colleagues and business partners at all levels;
• Ability to establish and maintain effective working relationships;
• Ability to interact with people in a multi-national and multi-cultural environment;
• Ability to communicate positively providing excellent service to satisfy client expectations at a high level;
• Ability to entertain accurate records and bookkeeping;
• Commitment to on-going professional development;
• Proven ability to work effectively under pressure displaying sound initiative and good judgement.
   

Knowledge of Languages:
Proficiency in one of the working languages of the Court, English or French is required. Working knowledge of the other is desirable. Knowledge of another official language of the Court (Arabic, Chinese, Russian and Spanish) would be considered an asset.

ICC Leadership Competencies
Purpose
Collaboration
People
Results

ICC Core Competencies
Dedication to the mission and values
Professionalism
Teamwork
Learning and developing
Handling uncertain situations
Interaction
Realising objectives

Learn more about ICC leadership and core competencies.

General Information
– In accordance with the Rome Statute, the ICC is committed to achieving geographical representation and gender equality within its staff as well as representation of the principal legal systems of the world (legal positions). Nationals from the list of non-represented and under-represented States are strongly encouraged to apply. In addition, applications from women are strongly encouraged for senior positions at the Professional (P) and Director (D) levels. Posts shall be filled preferably by a national of a State Party to the ICC Statute, or of a State which has signed and is engaged in the ratification process or which is engaged in the accession process, but nationals from non-state parties may also be considered, as appropriate.

– The selected candidate will be subject to a Personnel Security Clearance (PSC) process in accordance with ICC policy. The PSC process will include but will not be limited to, verification of the information provided in the personal history form and a criminal record check.
– Applicants may check the status of vacancies on ICC E-Recruitment web-site.
– The Court reserves the right not to make any appointment to the vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description.