Career Opportunities: Facilities Policy and Quality Officer (P-3) (24175)

Organizational 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 the Division 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 space fit 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. In addition, the ICC operates offices in several of the countries in which investigations are being conducted.

Duties and Responsibilities

The Facilities Policy and Quality Officer role is based at the ICC Headquarters in The Hague with a technical oversight over some aspects of the activities in the Country Offices. Under the direct supervision of the Head of Facilities Management Unit, the incumbent performs the following tasks:

1. Development and Maintenance of Facilities Policies and Procedures

• Review, update, and enhance existing policies and standard operating procedures (SOPs) within the FMU for hard services, soft services and project management teams;
• Conduct a policy and procedure gap analysis and recommend revisions or initiate new policies, procedures, flow charts etc., that align with evolving needs of the organization;
• Ensure that all the FMU policies and procedures align with the Registry and GSS objectives, industry best practices, regulatory and legal requirements;
• Continually conduct internal consultations within FMU and external consultations with major stakeholders including country offices to ensure inclusive policies and procedures;
• Conduct an annual review of the FMU policies and procedures to ensure they remain relevant to the changing needs of the ICC;
• Provide training and guidance to facilities staff on policy implementation and quality assurance procedures.

2. Quality Assurance and Compliance

• In consultation with the relevant stakeholders, design and implement quality control mechanisms which may include internal audits, review of service level agreements, inspections etc;
• Continually monitor and assess compliance to established polices, and procedures;
• Serve as the point of contact for internal/external audits and regulatory inspections and coordinate responses to the audits and inspections;
• Monitor compliance with ICC financial and procurement regulations, environmental standards, work place health and safety requirements and host country regulations;
• Establish and monitor internal Facilities Service Desk Service Level Agreements (SLAs) to ensure customer satisfaction;
• Participate in project planning to integrate quality and compliance to the facilities related projects;
• Manage conflicts between various teams within FMU by ensuring that all teams follow the established procedures and policies;
• Change management:- ensure that proper mechanisms are in place for managing changes in the built environment, contracts etc., to ensure business continuity and proper stakeholder engagement;
• Prepare and roll out periodic surveys to evaluate the level of customer satisfaction with the FMU service provision.

3. Technical Asset Management

• Continually follow up to ensure that the FMU asset list is up to date, with indications of installation or replacement dates, expected life and the next replacement date i.e. total asset life cycle management;
• Consistently follow up with the responsible staff to ensure that the preventive and corrective maintenance activities and capital replacements are done as per manufacturer’s specifications;
• Establish and maintain FMU asset management risk register and consistently follow up to ensure that the mitigation measures/activities as indicated in the register;
• Establish and maintain a demand based asset replacement plan which will feed into the overall capital replacement plan each year.

4. FMU Contracts Management

• Maintain an updated database of all FMU contractors clearly indicating the start and end dates;
• Review all the contracts, develop a list of Key Performance Indicators (KPIs) for each contract, and ensure that the performance matrices are updated by the respective FMU contract manager;
• Participate in periodic contractor performance meetings and ensure consistency in delivery of services;
• Follow up with the respective stakeholders to ensure that sourcing for new contracts is done on time and there is no disruption in service delivery;
• Participate in technical evaluations for FMU contracts to ensure that the ICC gets value for money for the services requested.

5. Manage FMU Dashboards and Reporting

• Establish FMU performance dashboards using existing tools including ongoing projects and day-to-day activities;
• Prepare high level reports and dashboards for senior leadership and other interested stakeholders;
• Prepare regular team reports to be updated and shared during FMU monthly meetings including updates on all ongoing projects at the HQ premises and Country Offices.

6. Facilities Information and Knowledge Management.

• Organize, maintain and continually update the FMU shared folder to ensure easy of information saving and retrieval;
• Consistently follow up with the responsible persons within FMU to ensure that as-built documentation remains up to date and that any changes are updated as soon as they happen;
• Ensure that the information on Planon Facilities Management System is up to date and that it is continually being updated;
• Manage the FMUs shared mailboxes, ensuring emails are properly archived for ease of information retrieval;
• Champion a culture of information sharing with the FMU team.

7. Sustainability

• Take the role of sustainability champion within FMU to set up targets and KPIs related to sustainability;
• Coordinate all sustainability activities and initiatives including establishment of data collection and reporting mechanisms;
• Work hand in hand with the other FMU staff to implement recommended practical improvements;
• Carry out internal awareness sessions to other FMU staff.

Any other duties as will be assigned.

Essential Qualifications

Education:

Advanced university degree in facilities management, architecture, engineering, building science, any other degree specializing in building operations or related field.

A first-level university degree with an additional two years of qualifying experience is accepted in lieu of the advanced university degree.

Certification in Facilities Management, Quality Management or Risk Management will be an added advantage.

Work Experience:

• A minimum of five years (seven years for a first level university degree) of progressive experience in facilities management is required.
• Experience in developing and implementing policies, standard operation procedures (SOPs) and quality management systems is required.
• Experience in managing compliance with regulatory, health, safety, environmental, quality, and other building management related standards is required.
• A minimum three years professional work experience in an international organization or governmental organization is desirable.

Knowledge, Skills, and Abilities

• Proficiency in MS Office tools such as MS Word, Excel, PowerPoint, Outlook etc;
• Experience in using ERP systems, preferably SAP;
• Knowledge of Facilities Management Systems will be an added advantage;
• Knowledge of reporting tools such as Power BI will be an added advantage;
• Experience in stakeholder management;
• 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 all levels;
• Ability to maintain up to date information and records;
• Commitment to on-going professional development;
• Proven ability to work effectively under pressure displaying sound initiative and good judgement.

Knowledge of Languages

An excellent level of writing and spoken English is essential for this role. A working knowledge of French 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

- Candidates appointed to posts at a P-5 grade or in the Director category are subject to a maximum aggregate length of service of seven years. This is pursuant to a decision of the Assembly of States Parties (ASP Resolution ICC-ASP/23/Res.2 - ICC-ASP-23-Res.2-ENG) to implement a tenure policy at the Court as of 1 January 2025.

- 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.

- Post to be filled 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. This is pursuant to a decision of the Assembly of States Parties (ASP Resolution ICC-ASP/23/Res.3 - ICC-ASP-23-Res.3-ENG) to introduce a moratorium on the recruitment by the ICC of staff of non-States Parties’ nationality.

- In accordance with the Rome Statute, the ICC aims to achieve fair representation of women and men for all positions, representation of the principal legal systems of the world for legal positions, and equitable geographical representation for positions in the professional category.

- Applications from female candidates are particularly encouraged.

- The International Criminal Court applies the Inter-Organization Mobility Accord and can support secondment of staff from organizations of the United Nations Common System.