Facility Coordinator

• Job #130038
• Job TitleFacility Coordinator
• Job FamilyGeneral Services
• Job TypeAdministrative
• GradeGD
• LocationLima, Peru
• Recruitment TypeLocal Hire
• Language RequirementEnglish [Essential]; Spanish [Essential]
• Closing Date01-Feb-2013

Background / General description:
* This is a local hire position, with a term appointment for 2 years, with a possibility of renewal depending on business needs and satisfactory performance. The appointee will be based in Lima, Peru. If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year renewable term appointment. ** The terms & conditions of the appointment and the associated remuneration package will be set in accordance with the Compensation Guidelines applicable to the Country Office. This is a locally-recruited position, and the remuneration is in accordance with the Lima Country office remuneration scale (not an international scale). ***The World Bank Group is committed to achieving diversity in terms of race, gender, nationality, culture, and educational background. Individuals with disabilities are equally encouraged to apply. WORLD BANK GROUP CONTEXT The World Bank Group serves 30 client countries in the Latin America and the Caribbean Region (LCR). Clients range from large sophisticated middle income clients to IDA countries to small Caribbean states to one fragile state. Despite immense resources, dynamic societies, and an average annual per capita income of about $4,000, deep inequalities persist in most LCR countries, with nearly a quarter of the Region's people living in poverty. The LCR Regional structure includes six Country Management Units (CMUs), three Sector Management Units (SMUs), an Operations Support Unit (OSU), and several regional units (Chief Economist's Office, Resource Management, and External Relations). CMUs are accountable for overall country programs, consistent with objectives articulated in the Country Partnership Strategy (CPS). The Latin America region emphasizes strong client orientation and responsiveness; innovation and high quality; results; teamwork and collaboration across sectors; and a dedication to attracting and developing a diverse and talented staff. Unit Context: LCC6 CMU is the Department responsible for overseeing the World Bank's program in the Andean countries, including country strategy formulation and implementation, country relations, policy dialogue, outreach and communication. LCC6 CMU is composed by a decentralized office in Lima with the Country Director, based in the country; an Anchor Office at Headquarters; and Country Offices in La Paz, Bolivia, Quito, Ecuador and Santiago, Chile. . Given the setup of the CMU, extensive communication and coordination among virtual teams working in Peru, Headquarters, Bolivia, Chile and Ecuador offices is required. Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment.
Duties and Accountabilities:
Reporting to the Country Operations Advisor in Lima, Peru, the Facility Coordinator will be responsible of overall day-to-day supervision of Lima office facilities, security, staff resettlement issues as well as the backstop logistical point person for conferences. This individual will work closely with the Country Director and Resource Management Analyst, and be a member of the Lima Office Administration Team. General Facilities Operations • Oversees building and other maintenance activities in the Lima country office. Ensures that office building is well maintained. • Identifies facility enhancements to maximize effective use of space, ensure business needs are met and manages office extension and renovation. • Be the point person when office renovation is needed • Responsible for moving staff in coordination with IT Team. • Deals with service providers and vendors and furniture. Manage asset inventory.. • Arranges for delivery of imported and local purchases with customs and shipping companies, building administration and residences. Global Mobility – Relocation Focal Point: IRS, Localization Plus and Cross-Country Assignments • Arranges customs clearance paperwork and diplomatic franchises for entry of office and official residences of relocated staff’s properties, coordinating with UNDP/Foreign Affairs Ministry. Paperwork includes accreditation of IRS staff and their dependents. • Supports arrival and departure of relocated staff, handles all institutional public relations matters with different sectors such as Police Department, Fire Station, private hospitals and clinics, embassies, national ministries and other international agencies. • Maintains up-to-date information for new staff who relocate to Lima, such as: Relocation Guide, Welcome Kits, etc.,. • Maintains up-to-date information sheets for visiting mission members and disseminates it accordingly. • Deal with Foreign Affairs Ministry and Ministry of Interior in relation with protocol and security matters. Duties Pre-assignment: • Answers location specific queries from prospective incoming staff and families. • Provides pre–arrival information and resources to ensure successful orientation to new environment. • Conducts initial briefing in country with relocated staff on Day 1 to explain relocation process and introduce the various components and people involved. Housing: • Identifies and monitors reliable housing realtors to work with incoming families in tandem with Realtors. • Schedules the home finding appointments as part of pre-assignment itinerary. • Overviews the relocated staff’s home search process; conducts end-of-day check-in whilst the home finding takes place. • Provides guidance on lease/contract and customary terms, processes, etc.; shares sample lease with IRS; ensure Diplomatic Clause is included in lease; provide referral to local legal counsel as needed. • Coordinates UN security inspection of selected home for IRS; Recommends local security vendors. • Keeps pulse on local housing rental market i.e. inform HRSGM and LCR RM team of any significant changes in rental and availability of housing. Education: • Provides information to relocating to relocated staff and HRSGM on local schooling options. Settling In Support: • Provides guidance on opening of bank accounts, driver’s license, local registration, etc. • Provides information on car purchase – both diplomatic and local. • Provides guidance on utility accounts activation (phone/cable, etc). • Provides referrals for local insurance companies for property and auto. • Advise international recruited staff on hiring household help and provide sample work contracts and customs. • Provides available resources for local medical assistance, language institutions, and other general country information. • Responsible for keeping the relocation guide current. • Responsible for updating the information sheet for visiting missions. Spouse / Partner Employment Liaison: • Provides information on work permit process and package of information on local situation and contacts them with UNLESA. General Office Security • Acts as the Security Champion for all staff and dependents in the Lima Office • Responsible for all security-related issues that affect staff in the country office. Coordinates the testing and maintenance of the office security equipment, including fire extinguishers, smoke detectors, fire alarm and sensors, door locks, closed circuit television cameras, access control system, emergency lights, satellite radios. • Carries out an evacuation drill every six months. • Coordinates specialized security training for country office staff on first aid, use of fire extinguishers and others as required. • Acts as Road Safety Policy Focal Point. Coordination with United Nations (UN) • Principal point of contact between the World Bank staff and UN. • Provides the UN on a weekly basis a list of visiting missions, including dates of missions and hotels where missions are staying. • Coordinates missions to the interior of the country with the UN Security Adviser’s office. • Coordinates periodical UN security sessions for staff and/or dependants. Conference and Workshop coordination • Acts as back-up for the Logistical Point Person for Conferences who coordinates the logistical support for conferences, forums, and workshops occurring in Peru, with relevant World Bank staff (country management, task team leaders, ACS) and specialized firms for larger events. This may also include coordination of official field mission trips of senior managers.
Selection Criteria:
• Minimum Education: 2 years post high school diploma and at least 5 years relevant experience. • Proven record of reliability as needed by someone in charge of security issues. Ability to function well and provide leadership in emergency situations. • Proven record of taking initiative when needed and ability/expertise in analyzing and resolving complex problems and providing recommended solutions. • Ability to research, analyze and synthesize information, retrieve information from large complex databases, using elaborate queries, and clearly and concisely prepare results. • Ability to work effectively with internal/external partners in a multi-cultural environment. • Ability to identify and highlight key issues and recommend appropriate actions. • Strong English and Spanish written and verbal communication skills.. • Ability to mentor and guide junior staff. • Recognized as a results-oriented team player who is adaptable to changing business needs and capable of contributing to the Unit's success/effectiveness. In addition to the above, the following are required: Competencies • Technology and systems knowledge - Demonstrate initiative in learning and/or supporting implementation of emerging technology and systems relevant to effective work of the unit. • Project and task management - Able to organize, coordinate, monitor and implement tasks and projects. Demonstrates ownership and accountability for results. Demonstrates innovation and creativity in promoting effectiveness. • Versatility and adaptability - Able to anticipate, facilitate and catalyze change as needed to perform the tasks identified above. • Client Orientation - Able to establish good working relationships with internal/external clients. Demonstrates independence, initiative, and autonomy in addressing clients' needs. • Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so. • Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view. • Knowledge, Learning and Communication - Able to research and draft quality written materials or review adherence of written materials prepared by others to administrative requirements. Able to mentor and guide, and organize learning activities within area of assigned responsibilities. • Business Judgment and Analytical Decision Making - Able to use analytical, problem-solving skills and resourcefulness to make informed and practical decisions to carry out own work. Able to advise on information usage and storage, and policies in the area of assigned responsibilities.

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