Facilities Manager

Facilities Manager

Job #: req32843

Organization: World Bank

Sector: Facilities Management

Grade: GF

Term Duration: 3 years 0 months

Recruitment Type: Local Recruitment

Location: Brasilia, Brazil

Required Language(s): English & Portuguese mandatory, Spanish is a plus

Preferred Language(s):

Closing Date: 5/5/2025 (MM/DD/YYYY) at 11:59pm UTC

Description

Do you want to build a truly worthwhile career? The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty and promoting shared prosperity. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. For more information, visit www.worldbank.org.

Global Corporate Solutions and Corporate Real Estate

Reporting directly to the Managing Director and Chief Administration Officer (MDCAO), Global Corporate Solutions (GCS) brings together the functions of Corporate Security, Corporate Real Estate, Corporate Services (such as shared services, food services, printing, travel, conferences, and translation and interpretation), and Global Business Centers.

GCS’s Corporate Real Estate (GCSCR) division plays a crucial role in supporting WBG legal entities (IBRD, IDA, MIGA, and ICSID) by sourcing, developing and operating real estate worldwide. GCSCR’s primary purpose is to create safe, cost effective, sustainable, and functional real estate solutions, enabling business units to perform their work program in line with the WBG’s mission to create a world free of poverty on a livable planet.

To achieve its purpose, GCSCR led by the Senior Manager, is structured into three divisions: (i) HQ Real Estate Development and Management (GCSHQ), which covers facilities based in Washington, DC, (ii) International Real Estate (GCSIR), responsible for facilities located overseas, and (iii) Corporate Real Estate Center of Excellence (CoE) which serves as a central hub of expertise driving operational excellence, enhancing efficiency, and ensuring the successful execution of initiatives. GCSCR comprises approximately 100 staff, leverages over 500 contractors, and manages an annual facilities capital investment plan of about $155 million globally. GCSCR works closely with the Regions on the Bank’s more than 190 locations.

GCSIR comprises two sub-units: (i) International Real Estate Development (GCSID) and, (ii) International Facilities Management (GCSIF). The Facilities Manager position falls in GCSIF.

Job Summary

This assignment will be initially focused on managing facilities operations at, but not necessarily limited to, the World Bank’s office in Brasilia, Brazil and South America. Changes or additions to this assignment can be implemented during the initial term or occasional extensions.

The incumbent will report to the Real Estate Portfolio Lead, Global Corporate Solutions, and will be a key member of the GCSIF team.

Duties and Responsibilities

1. Manage both in house and outsourced technical, maintenance and cleaning contracted vendors, which will provide and coordinate all facilities requirements of the building, including housekeeping, landscape maintenance, Bank-owned equipment repair, as well as power, water and waste management.
2. Ensure all Bank-owned building infrastructure equipment is maintained per the recommended Planned Preventative Maintenance (PPM) schedules detailed in GCSIR’s International Facilities Manual, and in accordance with manufacturers’ recommendations for all Bank-owned and installed equipment.
3. Report all readings and other data monthly on a shared drive for oversight and recommendations by the GCSIF Senior Program Manager, and for inclusion in the Annual Facilities Management Report.
4. Manage and deliver on the WBG Sustainability reporting program.
5. Develop technical and statement of work specifications for contracted building and equipment maintenance services and participate in the evaluation and selection of bidders.
6. Work closely with the Real Estate Portfolio Lead to report on monthly expenses, variances (budget vs. actuals).
7. Schedule and oversee contracted vendors in the coordination of multiple engineering operations, inspections, and preventative maintenance and fire/life safety programs.
8. Review all contractor invoices and recommend for payment.
9. Develop annual building management budget estimates with the Senior Real Estate Portfolio Lead.
10. Oversee the Helpdesk function for reporting and tracking of facilities-related user needs and resolution of reported problems.
11. Coordinate required building management works and purchases under $50,000 using Corporate Procurement guidelines.
12. Develop and coordinate procurement of equipment and services contracts valued at above $50,000 with the Senior Real Estate Portfolio Lead and designated Corporate Procurement Officer.
13. Coordinate and closely collaborate with Real Estate Portfolio Lead and Corporate Procurement to ensure compliance with the Bank’s procurement standards for larger facilities purchases and contracts.
14. Manage an asset replacement program for furniture, equipment and fixtures; conduct the annual physical inventory, and provide updated information to the local Resource Management Officer for entry into the asset management database.
15. Ensure that all fire, life safety and security installations are in orderly working condition 100% of the time and tailor programs to be followed for periodic inspections and staff emergency drills.
16. Maintain a current portfolio of companies to be solicited for various Facilities Management procurement needs across the region.
17. Oversee and coordinate an effective sustainability program to minimize waste generation and user impact on the environment; implement effective energy and water management programs to reduce the building environmental footprint.
18. Deliver year-on-year process, budget, and delivery efficiency improvements as measured against previous years actuals.
19. Provide Architectural, Engineering and/or design expertise as needed to review and approve minor interior configurations designs.
20. Coordinate and manage internal moves in coordination with local IT staff.

Selection Criteria

1. A relevant Degree, preferably MA/MS or M. Eng. (Architectural, Mechanical or Electrical, or Structural Engineering, Facilities Management) and 5 years of relevant experience or equivalent combination.
2. Thorough knowledge of building infrastructure and engineering systems, building codes, and other laws and regulations pertaining building operations and maintenance.
3. Practical experience in managing building systems, with ability to inspect and, if necessary, train relevant staff for proper operation upkeep and general maintenance of installations.
4. Demonstrated ability to prepare logistical plans, prepare technical statements of work, and specifications for services.
5. Knowledge of sustainability principles in facilities management.
6. Ability to handle facilities-related budget planning and management, including monitoring cost accounting and chargebacks and identifying unplanned activities or deviations from schedule or budget.
7. Understanding of the basic concepts of project management, as they relate to the execution of tasks within a project.
8. Ability to maintain systematic documentation of contract administration, operations and cost records to facilitate periodic contract audits by World Bank internal auditors.
9. Knowledge and experience with MS Office essential; knowledge of MS Project, or equivalent project tracking software and AutoCAD (or equivalent) desirable.
10. Demonstrated ability to effectively and efficiently manage multiple and/or complex operational issues under minimum supervision.
11. Excellent communication skills in English both verbal and written is essential.
12. Demonstrated leadership and supervisory skills to effectively manage outsourced building facilities staff and other teams to deliver integrated services.
13. Effective interpersonal, communication and listening skills, excellent sense of client orientation, and drive for results.
14. Willingness to be available on a 24/7 basis in case of a major emergency, system breakdown or security issue.
15. Willingness to travel regionally as needed.

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC, including our values and inspiring stories.