Description :
Project Summary: The AED Facilities Department ensures a safe, effective and efficient physical space environment that supports AED's day-to-day operations. The AED Facilities Department also maintains the infrastructure systems, physical space and operational issues by providing professional and responsive services. The Department also coordinates incoming/outgoing packages, stationery supplies and other infrastructure procurement.
Position Summary: The Deputy Director of Facilities helps to manage the day-to-day operations for the Facilities Department. The Deputy Director will assist the Director on construction matters and leases, coordinate the security and risk management programs for the organization and supervise staff. Additionally, the incumbent will coordinate and manage AED's corporate insurance program (domestic and international), the organization's parking program and its relevant policies.
Essential Job Functions:
With the Department Director, assist in providing direction to staff responsible for reception, mailroom, reproduction centers, conference room setup, operations, maintenance services, telecommunications, and office moves.
Communicate with staff concerning any questions regarding facilities issues within their groups or departments;
provide timely information to staff, coordinate tasks across groups, centers or departments, and resolve any discrepancies.
Process vendor invoices for payment and maintain corresponding files.
Analyze and track monthly Department expenditures, prepare the Department's annual budgets and prepare corresponding financial reports as needed.
Manage AED's corporate insurance program, both domestic and international to include renewing all insurance policies annually and on time and within budget.
Coordinate international insurance coverage for field sites overseas with Group Business Managers and answer queries from staff promptly.
Work with Group Business Managers on their group's facilities management needs including all work environment issues, insurance, and security.
Assist in developing Facilities policies and procedures.
Liaise with HR and Accounting to ensure prompt and appropriate tracking, processing and control of relevant reports and information.
Assist in other duties and task as needed.
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The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with a job.
Education: Bachelors required -- Masters preferred
Experience: 10 year(s) of relevant experience required
Specific Knowledge Requirements:
Bachelors in Facilities Management, Business Administration or relevant field; Masters degree preferred; an equivalent combination of education and experience with at least (10) years of direct facilities management experience will be accepted.
Experience with operations, risk management, security plans and corporate insurance programs.
Experience planning and managing operations, projects and/or activities.
Experience working with and/or managing budgets and writing reports.
Knowledge of organization's systems and policies helpful.
Experience working with senior management and staff at all levels within the organization.
Knowledge and understanding of facility management software with experience using Word and Excel.
Skills:
Should possess the ability to work independently, set priorities and meet deadlines.
Ability to manage and accomplish multiple tasks simultaneously.
Ability to learn and understand how the organization operates across project/management lines.
Ablity to respond to a variety of requests from diverse sources and handle them diplomatically.
Ability to lead staff and manage and organize priorities.
Excellent written and verbal communication skills.
Ability to work with cross-culturally with all levels of the organization.
This job will require a criminal background check.
Interested applicants should send resume with cover letter referencing position#SI8205 to: AED/HR, 1825 Connecticut Avenue, NW, Washington, D.C. 20009; fax: (202) 884-8413 or email: employ@smtp.aed.org. For additional information, visit our website at http://www.aed.org .
We thank all individuals for their interest in AED, however only those selected for interviews will be contacted.
Individuals responding to job postings are considered applicants if you meet the following criteria: (1) have expressed interest through the Internet, email or other related technologies, (2) are considered by the AED for a particular position, (3) possess the basic qualifications for the position and (4) do not at any point remove yourself from consideration.
AA/EOE/M/F/D/V