VN 24/05 Facility Services Coordinator (Security, Site-Access Management and Fleet)

Within the General Services Division (GES) the Facility Services Team is responsible for managing key organisational services such as Site Security, Catering / Canteen Services, Health & Safety, Insurance, Office Supplies, Cleaning, Gardening and further Facility Services including the small fleet of business cars.

Reporting to the Facility Services Manager, the Facility Services Coordinator’s tasks cover mainly the management of site security and site access, fleet management, campus services and in addition ensures together with the team a constant delivery of General Services activities. This includes occasional duties as chauffeur.

The mission of GES is to ensure the proper and smooth running of the Headquarters Buildings and their related facilities, including provision of technical and general infrastructure services across the entire organisation, which includes large technical departments a satellite control centre and office accommodation across several buildings.

The main responsibilities cover the management of site security and site access, fleet management and campus services.

• Supervise the external service contract for Security and Reception Services
  (monitor and control performance against the Statements of Work, control schedules, records and reports);
• Contribute to the management of site access and related procedures, including the issuing of access badges;
• Manage a small fleet of business cars;
• On request provide chauffeur services to the Director General and other senior executives;
• Manage service desk calls in the fields of responsibilities;

• Act as member of the EUMETSAT Health and Safety Team in the role of a trained Safety Representative;
• Contribute to the establishment and maintenance of the Divisional Working Practices and Procedures;
• Support new projects in the area of the team’s responsibility and ensure the completion under EUMETSAT requirements
• Initiate procurement activities related to the fields of responsibility;
• Contribute to the annual GES budget preparation in the area of technical responsibility;
• Deputise for GES FM Services team colleagues in their absence.

• At least 4 years of relevant experience and skills in administrative/technical support within a facilities management environment, preferably in an international organisation or company;
• Knowledge of occupational health and safety and fire prevention;
• Certification as safety representative is of advantage;
• Proven skills in FM related business and/or physical security, purchasing, budgeting, or controlling;
• Computer skills and in particular a good knowledge of MS Office, Outlook and CAFM systems;
• Good communication skills both verbally and in written form;
• Demonstrated ability to work both as part of a team and independently, with an organised and logical approach to professional activities;
• Demonstrated ability to work with sensitive information in a professional manner while respecting the necessary confidentiality.