| Requisition ID | 23164 |
| Office Country | Turkey |
| Office City | Istanbul |
| Division | Administrative Services |
| Dept. / Bus. Group | Office Services, Health & Safety, Travel |
| Business Unit | Office Services, Health & Safety, Travel |
| Contract Type | Regular |
| Contract Length | |
| Posting End Date | 03/11/2021 |
Purpose of Job
The main scope of this position is to ensure, as part of the ROSD team, the planning, implementation of office space related project management of the Bank’s Resident Offices across the Banks countries of operations (currently 61 offices in 36 countries and growing), with particular focus on Turkey and SEMED region. The role is responsible for managing and central support in operating the Resident Offices facilities in an efficient and cost effective manner, providing a high quality, modern, and safe working environment for Bank staff and visitors.
Background
The Associate, Resident Offices Services is providing professional expertise and input on issues connected with the leasing, management, maintenance and potential disposal of RO premises. The Associate, Resident Offices Services will review and manage the Bank’s lease agreements, fit-outs and maintenance requirements and deals with landlords on contractual, maintenance and managerial matters related to the ROs. They will also identify and survey potential facilities, negotiates lease contracts and implements related budget allocations. The Associate, Resident Officer Services will lead the coordination with OGC, IT, Procurement, Security and Health & Safety for the application of agreed criteria to each RO having specific regard to local conditions, security and safety and seismic assessments. The Associate, RO Services prepares and conducts full presentations (contractual and technical) for evaluation by the Associate-Director, Head Offices, Health Safety, and Travel Services Division; follow up through the implementation of the chosen location and fit-out, ensuring quality, budgetary and timely delivery as well as on-going monitoring culminating in final hand-over to the Banking team. The Associate, RO Services will participate in the development and maintenance of policy, standards and documentation in relation to the space allocation and operation of the ROs facilities management.
Facts and Scale
- The incumbent will report to the Principal, RO Services Advisor (Moscow)
- Ensure the business continuity of the 61 offices in the 36 Countries of Operations (27.000sqm under management) with emphasis on Turkey and SEMED region.
- On assigned projects, lead the discussions with Banking as well as with IT, Security, PODD, OGC, Real Estate Agents and Landlords to ensure that Bank procedures are followed.
- Manage the relationships with landlords, contractors, service providers and suppliers;
- Ensure a high quality and safe working environment for all Bank staff operating and visiting Resident Offices.
- Manage the fit-out related expenditures;
- Nil Reports
- Nil Budget
Accountabilities and Responsibilities:
- To ensure all facilities operate at optimum efficiency and relevant projects are concluded on time to the required standard within budget, the role holder will need to:
- Proceed with the evaluation, selection and acquisition of RO premises by assessing and researching the respective real estate market for the Bank’s needs in sometimes difficult and remote locations
- Prepare and conduct full presentations (contractual and technical) for evaluation by the Associate-Director, Head Offices, Health Safety, and Travel Services Division.
- As requested, responsible for contractual and technical negotiations with potential and current landlords, negotiate lease agreements, liaise with all internal stakeholders (OGC, OCCO, BIS, IT, Banking, etc.);prior to the signing of lease agreements with a view of achieving the realistic financial results including financial incentives such as fit out contribution and rent free periods.
- Responsible for fit-out specifications and costing for the fit-out works of new premises, expansions and relocations in order to ensure the project in on time, on budget and to the required level of quality;
- Manage the fit-out works for new premises, expansions and relocations;
- Provide advice to local RO Management on all matters relating to maintenance contracts, for large premises this involves preparing and leading a tender before entering into a contract as and when needed;
- Troubleshooting and problem solving regarding matters related to fit-out or services break-down in the ROs, this will involve thinking outside the box, putting temporary measures in place as well as managing the final solution.
- Monitor the real estate market in COO to explore the market conditions relating to availability, rent, lease terms etc. in relation to potential new RO premises; with aim to ensure efficiency and prudent budget use.
- Manage and review the preparation of all relevant tender documentation (RFQ, RFP, ITT) in order to ensure the timely and effective implementation of tender processes;
- Participate in the formulation and implementation of space allocation standards and space allocation designs/layouts;
- Actively participate in the establishment, review and subsequent implementation and maintenance of guidelines; on acquisition and reinstatement of premises.
- Liaise with local and HQ staff of the IT department on all matters of fit‑out and operations;
- Manage the establishment, review and subsequent implementation of facilities management programs in the ROs;
- Implement approved RO premises policy and guidelines on the operation and management of all premises in COO;
- Liaise with the Banking Department with regards to business plans, staff projections, future headcount, space requirement and technical requirements for each RO;
- Coordinate with IT, Security and Health & Safety and apply agreed criteria to each RO having specific regard to local conditions, threat and seismic assessments, etc.;
- Develop and maintain training programme for staff in ROs in local support of activities related to the acquisition and maintenance of the RO premises;
- Manage the development of standard documents, templates and forms in relation to the operation of the ROSD
owledge, Skills, Experience & Qualifications
Knowledge Skills, Experience and Qualifications
The incumbent must possess relevant, demonstrable experience in the performance of the duties as described and have proven skills and experience in:
- Excellent knowledge of all aspects of property management;
- Experience in project management, contractual and real estate practices.
- Facilities management and experience in managing fit out projects covering both technical and financial aspects;
- Excellent English language skills, both oral and written;
- Working knowledge of any other languages of the Bank’s COO would be an added advantage;
- University level education with a degree (or equivalent) in relevant fields;
- Membership of local / national professional institutions or societies, preferably an Association of Engineers, Architects or Surveyors, is advantageous;
- Computer Literate. Knowledge of AutoCAD is desirable
Please note that CCTs, Interns and applicants working directly for a Board office can only apply for jobs advertised via the external careers website.
HOW TO APPLY
- To apply please follow this link https://vacanciesinturkey.com/jobs
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