Facilities services and contract manager, Washington, D.C.

The Embassy of the Kingdom of the Netherlands in Washington DC has a full-time vacancy (40 hours per week) for a Facilities Services and Contract Manager.

This position will be offered at pay scale 6 for a fixed term of one year, with a probationary period of one month.

Please send your motivation letter and CV before May 30th to Winfred Deerenberg via winfred.deerenberg@minbuza.nl, also for more information about this position.

Indicative monthly gross salary USD 6,156.- (pay scale 6, step 0)
401K Plan is offered. Health/Dental/Vision is provided on a 72%-28% employer-employee basis.

* This vacancy is open to internal (local employees and partners of officials posted to a Mission in the US) and external candidates. If a local employee and a partner of an official posted to a Mission are equally qualified, the local employee shall be given priority. Furthermore, if an internal candidate and an external candidate are equally qualified, the internal candidate shall be given priority.

** As per US Citizenship and Immigration Services (USCIS), employers in the US are required to ensure that all employees have the legal right to work in the US. Under US State Department requirements, the embassy and our consulates may only employ, as non-diplomatic staff, persons who are US citizens, US Green Card holders, visa holders with and Employment Authorization Document or “A” visa holders. There is a max term for A2 visa holders of 5 years, the Netherlands Embassy / Consulate General cannot sponsor any work permits for family members.

The Facilities Services & Contract Manager provides direct assistance and advises on decisions to be taken in managing and maintaining building, installations, grounds and contents and deals with breakdowns.

The Facilities Services & Contract Manager is accountable to the Head of Facility Management. In the role of contract manager the maintenance and facility contracts are well monitored including the administrative handling and payments of invoices. He/she is the first point of contact for facility services and assures that the appearance of the embassy including facilities is adequate, professional and up to par. Safety regulations, work instructions and occupational health and safety regulations are applicable.

Tasks

Contract management

  • Oversee vendor contracts related to cleaning, maintenance, and other facility services.
  • Negotiate terms and conditions to ensure cost-effectiveness and service quality.
  • Monitor contract compliance and address performance issues.
  • Maintain an updated database of service agreements and expiration dates.
  • Maintain an updated database of contractors
  • Search/research vendors/contractors
  • Add and maintain new suppliers to our financial system
  • Invoice processing.
  • Prepare reports on contract performance and efficiency.
  • Liaise with external contractors to ensure adherence to contract(s).

Facility management

  • Manage ticket system and central mailbox.
  • Point of contact for facility requests
  • Supervise internal cleaning staff.
  • Develop and maintain cleaning schedules for internal and external teams based on occupancy levels, events, and specific needs..
  • Coordinate special facility projects.
  • Ensure facility activities have minimal interference with daily operations.
  • Conduct inspections to ensure facility standards are met.
  • Ensure compliance with health, safety, and sanitation regulations.
  • Address complaints and implement improvements where needed.
  • Provide recommendations for improving efficiency and cost management.

Other tasks

Procurement & Inventory:

  • Maintain stock levels of cleaning and other facilities-related products and ensure timely procurement through external providers.
  • Conduct online research and purchasing (in-store and online) for a variety of items needed for FM.
  • Sell or donate obsolete inventory online.

Operational and event support

  • General assistance and support tasks (e.g., moving furniture, setting up rooms for meetings/events, assisting with A/V equipment).
  • Handle unexpected cleaning or maintenance issues.
  • Coordinate emergency clean-ups when required.

Framework

  • The Facilities Contracts & Services Manager is accountable to the Facilities manager of the embassy for the way in which duties are carried out.
  • An overtime allowance according to LSR/PUW is granted for the hours outside regular working hours.

Contacts

  • Contacts with contractors, visitors and embassy staff to ensure that applicable rules are observed (safety, security etc.).

Knowledge and skill requirements

  • 3–5 years of relevant working experience
  • Wide range of technical expertise and skills (generalist)
  • Excellent computer skills, especially MS Office (Word, Excel, PowerPoint, Outlook); ability to adapt quickly to new applications. Experience with SharePoint for document management and collaboration is highly desirable
  • Excellent verbal skills in English
  • Good communication skills
  • Coordination skills
  • Able to work independently as well as collaboratively in a team environment
  • In possession of a valid driver’s license

Competencies

  • Integrity
  • Commitment to quality (setting high standards for the delivery of services)
  • Client orientation (ascertaining the wishes, interest and needs of clients)
  • Ability to work with others
  • Initiative
  • Flexibility

Level of education

  • Intermediate level (or better) Professional Training; .
  • Additional training, knowledge or experience in the field of maintenance, technical, business administration is a plus.

Work environment

The Netherlands Embassy in Washington D.C. represents the affairs of the Government of the Netherlands in the United States of America. The Embassy is located at 4200 Linnean avenue, with 72,000 square feet of privately owned office space. In addition, the Embassy owns 4 properties among which the residence of the Ambassador. A total of around 100 employees (multi-cultural) work at the Embassy. Facilities Management is part of operational affairs and consists of a team of 13 (+3 cleaning-porters contractors).

All FM staff that is working for the Embassy are locally hired staff or contractors of the embassy.

Staff member profile

The Facilities Contracts & Services Manager has a high integrity profile and is aware of working in a high profile environment. The Facilities Contracts & Services Manager ensures a professional appearance of the Embassy building and high level of support services.

The Facilities Contracts & Services Manager is flexible (this includes the possibility to work nonstandard hours) and has to organize, schedule and coordinate work with and work performed by contractors.

Other information

This position is for an initial period of 12 months. With a probationary period of 1 month.

Contact

For further information about this position contact:
Winfred Deerenberg, Head of Facility Management
Email: winfred.deerenberg@minbuza.nl

Diversity

The Netherlands Government celebrates all forms of diversity and is deeply committed to foster an inclusive environment within its organization. Individuals interested in advancing these diversity goals are strongly encouraged to apply.