Assistant Facilities Manager

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Job Description

Jones Lang LaSalle Ltd provides real estate management services. The Company offers agency leasing, building surveying, corporate finance, cost management, development consulting, facilities management, lease advisory, planning and other services. Jones Lang LaSalle operates worldwide including Fiji.

The role is responsible for the day-to-day management of activities of all Australia High Commission Suva assigned sites. The role is required to have over-site of engineering and facility management services, contractors, equipment and supplies required by The Contract - Schedule 2 - Scope of Services. The incumbent is the on-site key point of contact for DFAT staff, locally engaged staff (LES) and key post stakeholders including diplomatic staff and post tenants. The role reports directly to the Facilities Manager – (Pacific) Suva Property Hub.

Outcomes

Organisational Stakeholders
1. Robust operations management
Assigned site’s financial operations are meeting or exceeding targets and control requirements.                    Including the JLL Code of Ethics Works management financial processes are adhered to at all times. Service delivery in accordance with The Contract KPIs and SLAs for all Assigned Sites Critical Environment (CEM) requirements are met, and all planned maintenance activities coordinated with the Post SAO are completed in accordance with the scheduled maintenance program. Post access control and security protocols and procedures for all 3rd party contractors delivering services implemented. The Contract performance measures are monitored and maintained at all times. Annual property inspections for all Assigned Sites are undertaken in line with The Contract KPIs and SLAs Continuous quality improvement practices recommended and industry best practice operations implemented. Existing operations are reviewed regularly to reduce costs and improve operational standards. Proactive assistance provided with any 3rd party contractor works to ensure they will not impact on existing infrastructure / building services.   24/7 emergency response support provided, and site attendance as required
2. Effective risk management and controls
Operational risk management (ORM) program is implemented and maintained. Input into the Post disaster recovery and business continuity plans. Assigned sites hazard materials registers are up to date and reviewed regularly.   Hazard materials are referenced prior to works commencing that could impact / disturb the hazardous materials. Eg. Asbestos Register Escalation procedures and incident reporting procedures are implemented and maintained. Established escalation procedures and incident reporting procedures are adhered to. Business conduct standards adhered to by ensuring compliance with the firm’s guidelines, procedures and strategies. Assistance provided with the development of guidelines and strategies to ensure compliance with JLL’s business conduct
3. Procurement and contractor management is cost effective and compliant
With the JLL Procurement Manager, contract procurement processes are in compliance with Australian Commonwealth Procurement Rules as well as JLL’s best practice. Vendors are licensed, insured, inducted and adhere to the Assigned Site’s access and security controls delivering The Contract Scope of Services on time, within budget, safely and to Australian or Assigned Site ( in country) applicable Standards Contracts are managed to ensure they are professionally delivered at the right cost. Expiry of contracts are well-monitored and re-procurement is initiated if needed. Contracts are continually assessed to deliver best value for money to DFAT
4. Stakeholder and client relationships are developed and maintained
All Post stakeholders are actively engaged to ensure that all assigned sites stakeholders' expectations are met. Effective client / stakeholder relationships are developed and maintained across multiple levels of the organisation. On-site key point of contact for Facilities on the client’s premises Active engagement in JLL internal forums to ensure they are abreast of all innovative developments. Technical / professional advice provided to clients and other stakeholders is high quality, complete and timely
5. Efficient human capital management
High staff morale, trust and work ethics are promoted for direct reports, including locally engaged staff (LES) An environment that supports teamwork, co-operation, workplace safety and performance excellence within team ensured Training and development of team members are supported.  Regular communication forums with remote Assigned Site personnel are implemented and monitored. Mutually rewarding relationships with the Suva Property Hub and other  Facilities Managers within JLL are developed                         Specifically with those working on the DFAT Account in order to leverage best practices that can be applied to the DFAT account
6. Operational and statutory compliance ensured
Statutory compliance to laws and regulations including health and safety, and environmental compliance Operationally compliant to the organisation's policies and procedures All work-related activities are carried out safely and in compliance with organisational and statutory requirements, guidelines and policies and rules, taking reasonable care to protect own health and safety and that of fellow workers and visitors  "No Induction, No Start" policy implemented JLL’s commitment to 'zero harm to any staff, contractor or visitor' is effectively implemented by actively managing a zero tolerance to unsafe acts on site. This is to include any unsafe acts undertaken on site, regardless of whether they are in scope or not All breaches, near misses, and serious incidents reported in a complete and timely fashion.
7. JLL's image and value standards demonstrated and promoted
Collaborate with other teams in the organisation for the benefit of the organisation Monitor and encourage team members to uphold image and value standards

Responsibilities - Critical Competencies

Competence	Description
Business
Business Performance	Manage the performance of the organisation.
Risk Management	Analyse and manage risk.
Planning	Deliver results by developing, reviewing or following a work plan, action plan or operational plan.
Resource Management	Deliver results through the efficient and effective allocation and use of supplies , equipment and people.
Communication	Exchange information through verbal communication
Customer
Customer Commitment	Demonstrate a commitment to customer service - both internal and external customers.
Commercial Focus	Optimize the commercial viability of the organisation.
Relationship Building	Build beneficial relationships with suppliers and stakeholders.
People
Leadership	Utilise a leadership position to influence people and events and to increase performance.
Facilitation	Assist the progress of work ensuring its timely and effective completion.
Problem Solving	Develop practical solutions to a situation.
Professional
Technical Strength	Demonstrate knowledge of a specialist discipline.
Compliance	Comply with relevant laws and the policies and procedures of the organisation.
Technology Application	Apply technology.
Operational
Health and Safety	Establish and maintain a safe and healthy work environment.

Qualifications

Qualification	Discipline	Notes
Preferred
Degree	Building and Construction, Business and Management
Desirable
Diploma	Property or Real Estate Management

Work Knowledge and Experience

1. At least 5 years' experience in facilities, property management or related field
2. Experience or demonstrated capability to work in a Diplomatic environment and management of remote sites, some of which may be in politically unstable countries
3. Knowledge of and experience in managing critical infrastructure, systems and environments
4. A demonstrated understanding of technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system, Access control systems)
5. Proven capacity to understand and interpret commercial contracts
6. Strong budget management and financial analysis skills
7. Excellent planning and organisational skills to prioritise work and meet tight deadlines

Requirements

Language Proficiency
Excellent command of written and spoken English
Professional Associations
Membership of appropriate Professional Institution
Regulatory Compliance Requirements
First Aid Certificate
Police Clearance

Interactions

Interaction	Comments
Internal
Senior Facilities Manager
Property maintenance staff	JLL locally employed
External
DFAT Post Senior Administration Officer
DFAT Post Staff
Post Diplomatic Staff
Post Tenant

Attributes

Attribute	Definition
Behavioural Styles
Detail oriented	Attends to the small elements of a task/activity, ensuring completeness and accuracy.
Punctuality	Completes a required task or fulfills an obligation before or at a previously designated time
Integrity	Adherence to moral and ethical principles; soundness of moral character; honesty.
Reliable	Is able to be trusted to do what is expected or has been promised, puts in a great amount of effort believing in the value of work.
Resilient	Cope positively with stress and catastrophe. Bounces back from setbacks, mistakes or misfortunes.
Interpersonal Styles
Forthright	Speaks out frankly without hesitation, showing a direct manner.
Perceptive	Shows keen insight and understanding of issues or situations.
Self-sufficient and assured	Readily copes with situations without recourse/need of others, showing confidence and belief in oneself and one's own abilities.
Realistic	Shows concern for facts and reality, rejecting the impractical.
Team Oriented	Enjoys being with others as part of a group or team.
Thinking Styles
Analytic	Able to separate things into their constituent elements in order to study or examine them, draw conclusions, or solve problems.
Decisive	Reaches conclusions, promptly and firmly.
Numerate	Shows abilities in quantitative thought and expression.
Well organised	Controls tasks in a well thought out and critical manner.
Initiative	Takes action and makes decisions without the help or advice of other people.