Summary
This role is part of the Workplace Services department.
The Workplace Services department is responsible for:
1. Management of ICBCS office leases and office space
2. Mechanical and electrical maintenance within ICBCS office space
3. Maintenance of ICBCS space within the external data centre and the disaster recovery data centre (located within the London office)
4. Facilities services
5. Health and safety
6. Emergency and pandemic planning
7. Catering and cleaning services
8. Switchboard and reception services
9. Travel and travel security for ICBCS employees who travel
10. Processing and distribution of post
11. Insurance policies relating to ICBCS office space and contents
12. Support for corporate event planning
13. Provision of services to our affiliate, Standard Bank
The Workplace Services department forms part of the Office of the COO ("OCOO") division which also encompasses: Operations, Technology, Client Management Unit, Global Supplier Management, Business Change, Business Management and Regulatory Oversight.
Job Purpose
This role will lead and manage the Workplace Services function.
Key Responsibilities
Real estate
14. Develop and maintain relationship with Landlord and Landlord's agents, ensuring that Landlord meets obligations and that the Bank's tenancy runs smoothly
15. Advise on real estate matters affecting the Bank, seeking external advice when appropriate
16. Monitor adherence to the lease and obligations specified in the lease
17. Engage with, and seek advice from, internal legal team as appropriate
Vendor / supplier management
18. Ensure that all supplier engagements are effective and fit for purpose for the Bank's requirements
19. Partner with Procurement in running effective contract negotiations with suppliers and selection of new suppliers
20. Monitor supplier services closely for performance, delivery and risk
21. Be proactive about supplier risk management requirements and understand the risks presented to Workplace Services and the Bank by each supplier
22. Train direct reports to engage appropriately with suppliers and to manage performance and risks
23. Ensure appropriate contingency plans in the event of supplier disruption or failure
24. Partner effectively with Procurement and Supplier Risk Management teams to manage supplier performance and risks
25. Escalate significant supplier risks to line manager and senior management on a timely basis
People management
26. Ensure close, comprehensive and continuous management of each service delivered by Workplace Services
27. Adjust management style to direct reports as appropriate to grade and field of technical expertise
28. Hold one-to-one meetings as well as department-wide meetings
29. Ensure that Workplace Services staff have some contact and exposure to OCOO senior management (e.g. through department-wide meetings)
Governance and reporting
30. Ensure the appropriate governance standards are employed for Workplace Services and deliver transparent and balanced reporting to senior management forums and committees
31. Ensure the appropriate governance documentation (e.g. frameworks, policies and records) are in place for the department
Risk management
32. Meet regulatory standards and collaborate effectively with Legal, Compliance, Risk and Internal Audit departments
33. Lead Workplace Services to contribute effectively to Operational Risk, Compliance, Legal, and Internal Audit standards and processes, including risk and control selfassessment (RCSA) exercises and audit and monitoring reports
Projects
34. Co-ordinate resources to run projects relating to Workplace Services and/or physical office space occupied by the Bank
35. Lead and manage complex projects involving multiple internal and external stakeholders
Budget management
36. Understand the cost implications of each of the above
37. Balance cost effectiveness with risk management and delivery standards
Preferred Qualifications and Experience
Preferred qualifications and experience:
38. Degree qualified or equivalent
39. Extensive experience working within Real Estate, Building Services and Facilities Management
40. Previous experience in a leadership role
41. Previous experience of supporting a professional office environment, preferably within a regulated industry
42. Experienced people manager (including management across different disciplines)
43. Previous experience of interacting with, and providing reports to, senior management and Boards
44. Previous experience of managing large teams with complex and diverse remits
45. Previous experience of supplier contract negotiation
Knowledge and skills:
46. Strong knowledge of Real Estate, Building Services and Facilities Management best practices and industry trends
47. Strong communication skills
48. Conversant with Microsoft Office (Outlook, PowerPoint, Excel, Word)
Desired personal attributes:
49. High level of integrity
50. Ability to navigate complexity and ambiguity
51. Strong on logical and critical thinking
52. Proficient at multi-tasking and able to handle and balance diverse responsibilities
53. Works well under pressure, maintaining attention to detail
54. Accomplished at building productive relationships with colleagues and suppliers