Regional Facilities Manager, MEA
UAE, Dubai

Job Reference: --008699

Location: UAE, Dubai

Closing Date: 29/12/2019

Department: Administration

Division: Informa Markets

Job Accountabilities:

Key Performance Indicators

  • Managing office costs within budget
  • Effective management of leases
  • Building productive relationships with local sponsors/PROs
  • Ensuring all local laws and regulations are adhered to

 

Key Dimensions:

Main Duties & Responsibilities:

Office Management

  • Overall responsibility for the following tasks, delivered through the Office Managers:
  • designing and implementing office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments
  • managing contract and price negotiations with office vendors, service providers and office lease
  • preparing an annual budget; scheduling expenditures; analysing variances; initiating corrective actions.
  • reviewing and approving supply requisitions
  • assigning and monitoring clerical functions
  • defining procedures for retention, protection, retrieval, transfer, and disposal of records
  • controlling correspondence
  • ensuring that all items are invoiced and paid on time
  • providing general support to visitors
  • assisting in the onboarding process for new hires
  • managing the meeting room policy to maximise availability and utilisation
  • addressing employees queries regarding office management issues (e.g. stationery, hardware and travel arrangements)
  • overseeing the planning of in-house or off-site activities, like parties, celebrations and meetings

 

Facilities & Property Management

  • Overall responsibility for the following tasks, delivered through the Office Managers:
  • maintaining the office condition and arrange necessary repairs
  • maintaining efficiency by planning and implementing office systems, layouts, & equipment procurement
  • taking responsibility for making sure that buildings and their services meet the needs of Colleagues.
  • accountable for services such as cleaning, security and parking, to make sure the surrounding environment is in a suitable condition to work.
  • managing any building maintenance with things like heating and air conditioning, to maintain the working environment
  • managing budgets and ensuring cost-effectiveness
  • ensuring that facilities meet government regulations and environmental, health and security standards
  • advising businesses on increasing energy efficiency and cost-effectiveness
  • overseeing building projects, renovations or refurbishments
  • developing a robust flexible working solution for all offices.
  • helping businesses to relocate to new offices and to make decisions about leasing
  • drafting reports and making written recommendations
  • managing the upkeep of equipment and supplies to meet health and safety standards
  • inspecting buildings’ structures to determine the need for repairs or renovations
  • reviewing utilities consumption and strive to minimize costs
  • controlling activities like parking space allocation, waste disposal, building security etc.

 

Business permits, licenses and contracts

  • Main point of contact for our Sponsors and PROs in each location, responsible for building strong, long-term relationships and effectively managing these key stakeholders
  • Applying for all necessary business permits and licenses
  • Ensuring we meet government requirements in all locations at all times
  • Negotiating and managing all office leases, in partnership with the relevant General Managers and the Informa Group Property team
  • Ensuring rent is paid in a timely fashion by our Shared Service Centre and dealing with any related issues with the landlord
  • Handling insurance plans and service contracts
  • Controlling spend and building a culture of long-term saving on procurement costs
  • Monitoring the ongoing performance of key contractors and troubleshoot / identify remedial action as required
  • Leading regular supplier review meetings with key vendors

 

Coordinating with Informa Group functions

  • Partner with HR to update and maintain office policies as necessary
  • Coordinate with IT department on all office equipment
  • First point of contact with Informa Legal team for all non-show related legal matters
  • Coordinate with Compliance team over local compliance regulations and staff training
  • Support the Tax team with any tax requirements across the region
  • Engage with the regional Shared Service Centre over office policies and process within their remit, such as credit card allocation, travel policy, uncoded invoices, etc
  • Key contact person for the Corporate Travel team in ensuring effective adherence to Group Corporate Travel policy across EMEA
  • Liaise with Health & Safety to ensure our office facilities and other suppliers meet and exceed our HSS requirements. Work with HSS team on remedial measures where necessary
  • In partnership with the HSS team, ensure Emergency Response Plans and evacuation plans are in place and clearly communicated in all locations
  • Be an active partner of the Informa Sustainability team and look for opportunities to support and enhance our sustainability initiatives

 

Management and Reporting

  • Keep financial and non-financial records
  • Track and report key metrics relating to reduce cost and improve office operational effectiveness
  • Effective communication with internal departments to maximise operational performance
  • Strict adherence to costs and budgets
  • Perform any other duties commensurate with the grade and level of responsibility

 

 

 

 

 

 

 

 

 

 

 

 

Person Specification

 

Minimum Education Level:

 

  • Educated to degree level or equivalent

Background Knowledge, Skills & Experience:

 

Essential

 

  • Proven experience as facilities manager, office manager or relevant position
  • Well-versed in technical/engineering operations and facilities management best practices
  • Experience in Health, Safety & Security management for facilities in the Middle East region
  • Knowledge of basic accounting and finance principles
  • Excellent verbal and written communication skills
  • Excellent organizational and leadership skills
  • Good analytical/critical thinking
  • BSc/BA in facility management, engineering, business administration or relevant field
  • Computer literate and proficient in the use of commonly used business software
  • Effective verbal and written English communication skills

 

Desirable

 

  • IOSH Managing Safety Certificate
  • Relevant professional qualification (e.g. CFM) will be an advantage
  • Experience of working across the region, including Egypt and Turkey
  • Arabic language skills a bonus

 

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