Facilities Management Officer

3 weeks ago

Reading, United Kingdom ECMWF Full time

**Your role**:
**About ECMWF**:
ECMWF is the European Centre for Medium-Range Weather Forecasts. It is an intergovernmental organisation created in 1975 by a group of European nations and is today supported by 35 Member and Co-operating States, mostly in Europe. The Centre’s mission is to serve and support its Member and Co-operating States and the wider community by developing and providing world-leading global numerical weather prediction. ECMWF functions as a 24/7 research and operational centre with a focus on medium and long-range predictions and holds one of the largest meteorological archives in the world. The success of its activities relies primarily on the talent of its scientists, strong partnerships with its Member and Co-operating States and the international community, some of the most powerful supercomputers in the world, and the use of innovative technologies such as machine learning across its operations.

Over the years, ECMWF has also developed a strong partnership with the European Union, and for the past seven years has been an entrusted entity for the implementation and operation of the Climate and the Atmosphere Monitoring Services of the EU's Copernicus component of its Space Programme, as well as a contributor to the Copernicus Emergency Management Service. The collaboration does not stop there and includes other areas of work, including High Performance Computing and the development of digital tools that enable ECMWF to extend its provision of data and products covering weather, climate, air quality, fire and flood prediction and monitoring.

ECMWF has also recently adopted a hybrid organisation model which allows its staff to mix both office working and teleworking. This generous and flexible model provides our staff with considerable flexibility to spend time outside or away from their duty station and decide how they wish to manage their professional working time at ECMWF. ECMWF is an organisation that values the whole being and both understands and values the need for flexibility in the way its staff work.

**About Property Section**:
The Property Section is part of the Administration Department at ECMWF and has a wide-ranging set of responsibilities all related to providing and maintaining the office environment at ECMWF. This includes, but is not limited to, the following:

- General management of ECMWF facilities including building maintenance, catering, cleaning and security
- Supporting the establishment of the Centre’s new facilities in Reading, UK, and Bonn, Germany
- Managing the Centre’s insurance portfolio
- Providing conference and hospitality services for internal and external events
- Health and safety management
- Office management, including office moves, space planning, and alterations to premises
- Supply of office equipment, including office furniture, stationery and consumables
- Provision of central printing services and management of printer fleet
- Management of the Centre’s vehicles and arranging transport services

**Duties and responsibilities**:
Assist the Head of Property Services with planning for the Centre’s new facilities in Germany and the UK
- Attend meetings with internal and external stakeholders
- Liaise with the Centre’s Independent Client Advisor
- Assist with the eventual relocation of staff from interim to final facilities in Bonn

Managing the Centre’s Insurance Portfolio
- Manage insurance policies, including property damage, HPC and travel
- Annual Policy renewals
- Processing claims

Procurement of Office Equipment, Supplies and Services
- Procurement of office equipment, supplies and services
- Budget Management of Property Services’ budgets for all 3 sites
- Budget Management of some HR budgets and property-related project budgets
- Raise all necessary paperwork, requisitions, purchase orders and contract documents
- Checking that delivery notes and service sheets correspond with the relevant contracts
- Clear all relevant invoices promptly
- Represent ECMWF for Electricity and Gas contracts, monitor the supply, readings and invoices
- Monitor fuel duties for all the Centre’s official vehicles and submit relevant documentation to the FCO quarterly to obtain refund of duty and VAT

Establishment & Monitoring of Annual Refurbishment and Maintenance Plans
- Establish & monitor the annual refurbishment and maintenance plans and related budgets in conjunction with Property Services and Finance
- Contribute to the annual budgeting process
- Monitor plans and related expenditure
- Monitor the Centre’s hazardous waste and maintain the Centre’s registration with DEFRA
- Assist with managing the outsourced catering, cleaning and security contracts
- Provide support for Office Manager and Facilities Officer
- Assistance with hospitality and event planning, office management, fixed asset physical checks, and management of outsourced catering, cleaning and security contracts

**What we're looking for**:

- Excellent interpe

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