UAE National Facility Management- Senior Assistant Manager

  • Competitive
  • Abu Dhabi, United Arab Emirates
  • Permanent, Full time
  • Mubadala Business Management Service
  • 19 Apr 19

Mubadala is a global investment company with a mandate to generate sustainable financial returns to the Government of Abu Dhabi for the long-term. We actively invest across a variety of geographies, asset classes and sectors that build on our competitive advantages of talent, financial strength, portfolio diversity and global relationships to enhance lasting value at home and overseas. We are a responsible corporate citizen motivating our businesses to have a positive impact on the communities where they operate.

About Group Support Services
Group Support Services (GSS)  is a unit that acts as a support function to the entire Mubadala company  and services that are applicable to the entire firm and not confined to any department or function such as  Group Procurement a strategic function that defines policy and implements best practice to enable effective purchasing of goods and services within Mubadala. The Facility Management & Office Support (FMOS) team provides a range of essential business support services and delivers a premium office environment for employees across Mubadala and many group companies.

 

The Challenge

To supervise office services’ activities including office administration, layout, furniture, security and catering, maintain and monitor related contracts, and implement security protocol when needed to ensure the provision of timely, efficient and effective services to the organisation.to uphold optimal facilities management standards that will safeguard its occupants’ health, safety, wellness, productivity and creativity.


Key Responsibilities

Facility Management

  • Facility Management and Office Administration

  • Lead and guide the execution of all office general services activities ensuring alignment with established guidelines, expectations and SLAs.

  • Negotiate and manage renewal of office leases and contracts with the respective landlord(s), and ensure proper coordination and timely execution.

  • Oversee all building-related activities and responsible for preserving the good condition of infrastructure and ensure that facilities are safe and well functioning.

  • Track building upkeep as well as anticipated long- and short-term improvements and maintenance

  • Manage the performance of facility management third party service providers in order to ensure that services are performed according to the contractual agreement and the defined quality standards.

  • Ensure that facilities meet government regulations and environmental, health and security standards

  • Advise on increasing energy efficiency and cost-effectiveness

Strategy and Planning

  • Contribute to the formulation of the Unit’s strategy, annual business plans, budgets, policies and procedures and ensure alignment to the business policies and procedures

  • Identify opportunities for quality and cost-effectiveness delivery

  • Ensure that all facilities management services are in line with the leading practices, business, local government and regulatory requirements.

  • Approve and review master plans in the areas of maintenance, civil works, cleaning, and services.

  • Strive to achieve high service levels and client satisfaction results.

  • Plan, influence and coordinate innovations across all service lines

People Management

  • Manage the activities of direct reports to ensure that all work is carried out in an efficient manner, in line with the annual business plans, and policies and procedures.

  • Manage the effective achievement of the General Services objectives by setting individual targets, recruiting and developing staff, and conducting and reviewing performance appraisals for direct reports in order to maximise performance.

  • Manage the training and development of team members to ensure continuous progression, and a high-level of competence within the team.

Budget Planning

  • Provide all necessary inputs for the FM Unit budgets as well as monitor financial performance versus the budget so that the business is aware of anticipated costs/revenues, areas of unsatisfactory performance are identified and potential areas of cost reduction or performance improvement opportunities are capitalised upon.

Office Space Management

  • Plan and implement details related to office space allocation, layout and interiors to ensure appropriate use of organisation premises whilst reflecting on Mubadala Investment Company’s brand.

Office Supplies Management

  • Ensure procurement and installation of various office supplies and equipment (furniture, photocopying and fax machines, telephones, stationery, etc.), and pantry related supplies and equipment as per the requirements of the organisation to guarantee timely and cost-effective delivery.

Contract Management

  • Oversee the preparation, revision and execution of all general services related contracts (e.g. catering, suppliers, security services, etc.) in order to ensure compliance with applicable regulations and Mubadala Investment Company’s internal policies, maximise cost savings and mitigate risks associated with contractual agreements.

  • Ensure compliance to contractual agreements and communicate with service providers regarding discrepancies arising from breach of contract and other performance related concerns to ensure effective service delivery to staff and adherence to Mubadala Investment Company’s standards and policies.

 

Qualifications

Knowledge, skills and experience

Minimum Qualifications:

  • Bachelor degree in facility management, engineering, business administration or relevant field.

Experience:

  • Minimum of 6 years of experience in progressive and more complex and senior-level role, handling support and office services activities preferable for a large UAE based organisation. 

  • Additional relevant experience is an advantage.

Knowledge:

  • Well-versed in technical/engineering operations and facilities management best practices

  • Good commercial acumen.

  • Strong knowledge of the office administration and operations.

  • Good Knowledge of office space management and office layout.

  • Strong knowledge of office supplies management.

  • Strong knowledge of tendering processes.

  • Strong ability to lead and manage suppliers’ relationships.

  • Strong knowledge of key drivers of excellence in service delivery.

  • Delivering results and meeting customer expectations.

  • Strong organisational and coordination skills.