Facilities Manager

Job Introduction

The Institute’s London facility is used by up to 220 staff, regularly used for high profile events and meetings with external clients.

The Facilities Manager (FM) is responsible for the management of the Institute’s London facilities including contract management, safety and security and supporting events.

You will be expected to work proactively and with autonomy to build and deliver an excellent client service to our staff and visitors.

As the Institute grows at a rapid rate, the individual will work hard to ensure that our London office is and remains professional, it adapts to the working needs of our staff and aspires to meet best practice.

At times it might be expected that they will advise on the safe and efficient running of our global office.

The Facilities Manager reports to the Director of Global Operations and Security.

Key Responsibilities

­­­­­­­­­­­­­­­­­­­­­­­The Facilities Manager (FM) is either directly responsible for implementing the tasks below or provides oversight of staff and departments that perform these functions.

Accountability:

• Oversee the development of and expenditure against the facilities budget. Ensure budget and planning for adequate people resources in the facilities team
• Manage relationships with all important third parties related to the London facility. Ensure that third parties deliver a high-level service. Proactively work to get the best out of our suppliers, prepare business cases as appropriate where improvements are required
• Line manage and develop the Facilities Coordinator (FC). Set them workplans that develop their skills and knowledge of facilities management. Run weekly one on ones as a minimum, utilising the Institute’s Lattice performance management system to ensure their continued professional development

Responsibility:

• Develop the facilities strategy and workplan. A strategy should work to improve the client service, ensure operational and cost efficiency, build resilient facility management systems and ensure the Institute’s staff and visitors are safe when on our premises
• The strategy and workplan will align with the Institute’s quarterly Objective and Key Results (OKRs) system with measurable impact demonstrated
• Organising, developing and overseeing the general day-to-day procedures within the London office to ensure processes and policies in the workplace flow efficiently. This includes, but is not limited to, the management of reception and core facilities (e.g. necessary repairs – in coordination with the building management contractors)
• Lead on health and safety in the London office and work with the Global Operations and Security Team (GO&ST) to ensure that the London facility security protocols and procedures are fit for purpose
• Owning and managing the delivery of services: overseeing all third-party contractors: M&E
• Manage all maintenance and service contracts. Create and maintain maintenance documents, policies and protocols. The Institute’s systems should be resilient and not based on individuals
• Create and maintain an inventory of office assets and office consumables.
• Organise and deliver building inductions for TBI staff
• Track and ensure that all London health and safety related trainings are planned, documented and work to industry best practice
• Assist and advise with new country office set-ups as requested
• Manage off-site storage
• Plan, coordinate and manage any renovations and refurbishments
• Coordinate with the Institute’s travel and events team and the Executive Assistants (EA’s) to ensure that the client experience meet’s the principal and CEO’s expectations

Judgement:

• Lead efforts to identify operational cost savings and improvement in efficiency across your areas of responsibility
• Act as the key advisor to the Director of Global Operations and Security on facilities management
• Network and liaise with other London facility managers to share, learn and promote best practice

It is also expected that they will cover any other duties as required where capacity and availability permits. These duties will be communicated in advance and agreed with the Director of Global Operations and Security where possible.

Person Specification

The individual should work to the highest standard with a keen attention to detail delivering workable solutions to various teams with competing priorities. They should proactively engage with the business and be bold in their approach, working to make change for the better and improve operational efficiency.

Solution orientated, you will be an ambassador for the team and build trust with those with whom you engage.

The London facility is a hybrid working model and a hybrid working model can be agreed but the individual should expect to be physical in the office three days a week minimum.

Capabilities:

• Ability to manage multiple projects
• Excellent communication skills
• Understand the framework of contracts
• Demonstrate successful management of contracts and measurement of service excellence
• Bolster productivity within budget constraints
• Understanding of financial principals
• Ability to network at all levels of the organisation
• Explore options to satisfy business needs within the capabilities of existing systems
• Great attention to detail

Skills & Experience:

• Experience in the management of FM contracts is essential for this post
• Have experience in people management and able to demonstrate leadership skills
• Demonstratable successful contract management experience
• Proven ability to build and have maintained strong stakeholder relationships
• Experience in financial management and budgeting
• IOSH /NEBOSH is desirable
• PC skills, in particular Outlook, Word, Excel, Sharepoint, Teams/Office 365 functions and PowerPoint

About The Institute

The Tony Blair Institute (TBI) is a mission-driven not for profit organisation. We exist to equip political leaders and governments to build open, inclusive and prosperous societies. We work hard, every day, to make a difference. When governments work well they are able to create economic and social change in a way that promotes fairness, social justice and opportunity. We work relentlessly to support leader and governments with the challenges they face. Giving them practical solutions and actionable insights, that once implemented, can be transformative for their people  

We do this within two connected divisions: 

 Government Advisory 

Our Government Advisory teams work directly with political leaders and governments around the world to implement reforms that improve the lives of their citizens. It works with a variety of partners and its outputs cover a range of disciplines and projects across countries in Africa, the Middle East, Eastern Europe and South Asia.

 Policy Futures 

Our Policy Futures work encompasses three broad areas: 

• Renewing the Centre: developing a bold and innovative domestic policy programme to help renew the centre ground of British politics; 
• Tech and Public Policy: exploring the policy challenges and opportunities presented by the technological revolution; and 
• Extremism Policy Unit: creating solutions designed to tackle the threat of extremist ideologies in the UK and around the world. 

As an organisation, the core beliefs we all embrace are: 

• Open and Progressive: you’ll believe in the value of teamwork 
• Bold and Pragmatic: you’ll approach everything you do with integrity and authenticity 
• Optimistic Changemaker: you’ll be focused on results 

TBI believes embracing diversity and inclusion make us a better place to work.  It’s our goal to reflect everyone in society and we actively welcome applications from individuals and groups who are under-represented in the workplace. We celebrate difference be it ethnicity, religion, age, gender or gender identity, sexual orientation or disability. We will only ever assess you on your abilities and fit for a role. We’re happy to discuss any adjustments you need to ensure a level playing field during recruitment and, if you\'re successful, discuss any adjustments you might need to thrive in your role.