Cluster Manager

Role Summary

The Cluster Manager will provide direct management and oversight of daily activities for the assigned Post sites for comprehensive engineering and facilities services, project management, budget, contractors, staff management, equipment and supplies as required under the contract between FCO and JLL. The position requires proactive management and engagement with senior staff and stakeholders to ensure facilities and property management services do not impact on client operations or events.

As the on-site point of contact, this role will manage the local relationship with the client and work in collaboration with the client and key stakeholders to ensure needs and expectations are met. This role will implement building procedures and performance measures to ensure compliance with established processes and procedures, manage the site's budget, finance and accounting operations including coordination with vendors and suppliers to ensure compliance and delivery of quality work practices. The Cluster Manager will provide guidance and oversight to Post Managers to support growth and development, drive performance excellence and encourage adherence to health, safety and compliance standards.

Responsibilities:

■ Property and Facilities Management

o Oversee a team of staff and contractors to delivery services for the assigned sites to ensure site engineering and facility management services and programmes are delivered in accordance with contract specifications as agreed with the client

o Responsible for technical and facilities operations, ensuring all Critical Environment (CEM) requirements are met and all Planned Maintenance activities are completed in accordance with the scheduled maintenance program

o Vendor management including implementing Post access control and security protocols and procedures for all sub-contractors delivering the Services

o Work with the JLL Procurement Manager to ensure that contract procurement processes comply with Commonwealth procurement guidelines as well as JLL's best practice

o Ensure vendors are licensed, insured, inducted and adhere to the Assigned Site's access and security controls delivering contractual services on time, within budget, safely and to British or Assigned Site ( in country) applicable standards

o Monitor the Contract performance measures and ensure they are maintained at all times

o Undertaking annual property inspections for all Assigned Sites

o Recommend continuous quality improvement practices and implement Industry Best Practice operations

o Review existing operations regularly to reduce costs and improve operational standards

o Provide proactive assistance with any 3rd party contractor works to ensure they will not impact on existing infrastructure / building services

o Assume overall responsibility for site budgets, accounting and finance, contract services, purchasing of material, equipment & supplies and occupancy services

o Ensure the safe working environment in compliance with statutory regulations on fire, health and safety standards

o Partner with account management team and client to develop, implement and maintain disaster recovery and business continuity plan

o Ensure escalation procedures and incident reporting procedures meet contractual standards

o Ensure 24/7 emergency call support and site attendance is provided

o With support of the broader team, develop and manage OPEX and CAPEX budgets for multiple sites

■ Health and Safety Management

o This role has the responsibility and duty of care to work safely, taking reasonable care to protect their own health and safety and that of fellow workers and visitors and to comply with the requirements of the health and safety guidelines, policies and rules.

o Implement the No Induction no Start policy

o Implement JLL's commitment to zero harm to any staff, contractor or visitor 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

■ Risk Management

o Ensure the JLL Operational Risk Management (ORM) program is implemented and maintained

o Ensure disaster recovering and business continuity plans are implemented and maintained

o Ensure all Assigned Sites hazard materials registers are up to date and reviewed regularly. Also they are referenced prior to works commencing that could impact / disturb the hazardous materials. Eg. Asbestos Register

o Ensure escalation procedures and incident reporting procedures are implemented and maintained

o Follow established escalation procedures and incident reporting procedures

o Adhere to JLLs business conduct by ensuring compliance with the firm's guidelines, procedures and strategies

o Assist in the development of guidelines and strategies to ensure compliance with JLL's business conduct

■ Client Management

o Develop strong relationship and partnership with local client as the on-site point of contact to ensure needs and expectations are met

o Provide proactive management, engagement and communication with client and stakeholders to ensure Facilities and Property Management services do not impact on operations, site visitations, and events

■ People Management

o Understand the service delivery requirements and focus the team toward successful accomplishment of contractual standards and measures

o Create a working environment for functional site teams that promotes collaboration, performance and personal growth

o Provide guidance and oversight to Post Managers to support growth and development, driving performance excellence

o Resolve conflicts amongst team members provide regular coaching, feedback and recognition

Core Competencies

Critical competencies for success include:

■ Expertise in property management and demonstrated capacity to work in a complex environment along with the management of remote sites

■ Expertise in critical facilities, local occupational health and safety requirements, vendor management for specialized services

■ Basic understanding of technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system, Access control systems

■ Ability to understand and interpret commercial contracts

■ Strong budget management and financial analysis skills

■ Planning and organisation skills with ability to prioritize work and meet tight deadlines

■ Ability to manage multiple and complex operational matters on a daily basis

■ Analytical and demonstrate the capacity to deal with ambiguity

■ Effectively provide long term solutions to complex problems by employing quantitative and holistic approaches

■ Strong presentation, verbal and written communication skills (English & local language), and are an active listener

■ Proactive & professional approach to customer service and stakeholder engagement

■ Ability to interact with a wide range of client staff, including senior levels, as well as managing conflict and balance between client and firm requirements

■ Leadership expertise with ability to provide good training and promote open, constructive and collaborative relationships at all levels

■ Effectively able to deal with stressful situations and adapt to rapidly changing situations

■ Self-motivated with ability to meet performance targets and follow through with improvement initiatives

Experience

■ University degree or professional qualification in engineering, real estate, or facility management or another relevant field.

■ 7 years practical experience in property of facility management or related field in multiple countries across Asia Pacific

■ SCEM certification

■ Experience or demonstrated capability to work in a complex environment along with the management of remote sites

■ Detailed understanding of technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system, Access control systems)

■ Experience or demonstrated capability to work in a Diplomatic environment and management of remote sites, some of which may be in politically unstable countries

■ Experience in contract management, budget supervision, customer service and stakeholder management