Associate Specialist, Facility Management

Reporting to the Manager, Facility Management, the incumbent supports and assists with facility and asset management activities of the Global Health Campus (GHC), which houses six global health organizations and serves approximately 2,500 employees and users.

The Associate Specialist works as part of the Administration Team, providing operational support and contributing to a service-oriented delivery of administrative functions. The Associate Specialist supports the day-to-day delivery of facility management services, helping monitor service providers and contractors, and ensuring that operational needs are met in a timely manner. The role also contributes to the smooth functioning of the Shared Service Center for GHC-related services, coordinating with the Manager on requests and facility needs.

Under the guidance of the Manager, Facility Management, the incumbent ensures that facility management services are delivered in line with established procedures and contributes to improvements by escalating issues and proposing practical solutions. The role also supports in budget preparation and analysis and the implementation of regular and relevant cost optimization and operational risk management activities that ensure services operate effectively and enhance experiences for internal and external clients.

Key Responsibilities

Policy Support

• Assist in the implementation and monitoring of comprehensive Facility Management (FM) policies, including SOPs, SLAs, and operational guidelines, in coordination with Finance, IT, and Procurement.
• Provide data, analysis, and operational input to support decision-making on Facility Management matters.
• Support the Manager in coordinating activities related to the Shared Service Center for GHC services.
• Contribute to maintaining documentation and logistics for safety and security components of the Business Continuity Management Plan.
• Provide administrative and logistical support for collaboration with partners and authorities.
• Contribute to monitor processes and identify opportunities to enhance cost-effectiveness, value-for-money, and operational efficiency across the Secretariat.

Operational Support

• Support day-to-day operations of GHC Facility Management Services (e.g., catering, reception, mailroom, cleaning, gym/wellness, maintenance).
• Support the Manager, Facility Management in monitoring performance of service providers, ensuring agreed standards are followed and KPIs met.
• Coordinate with the landlord and external Facility Management providers to ensure timely and effective delivery of hard services (e.g., repairs, maintenance, utilities).
• Ensure building defects are identified, reported, and resolved efficiently.
• Support risk assessments and propose actionable recommendations to minimize health and safety issues, workplace accidents, and injuries.
• Coordinate with the HR Department in producing reports related to health and safety at work.

Space & Infrastructure Management

• Support the Manager Facility Management with monitoring new building works related to changes in use (e.g., walls, doors, flooring, ceilings).
• Support the Manager to proactively identify and execute actions that ensure optimal floor space occupancy and mitigate vacancy rates across the Global Health Campus.

Subject to change by the Executive Director at any time at their sole discretion.

Qualifications

University degree or equivalent qualification in Facility Management, Engineering, Logistics, or related field.

Experience

Essential:

• Minimum 3 years of relevant experience in facility management, administration or logistics.
• Experience supporting facility operations and working with external service providers.
• Experience liaising with vendors, contractors, or internal clients.
• Strong analytical and problems solving abilities
• Demonstrated organizational, interpersonal, proactiveness and coordination skills.
• Demonstrated ability to work effectively under pressure and meet deadlines.

Desirable

• Experience in international or multicultural work environment.
• Basic knowledge of project or facility management tools.

Competencies

Languages:

An excellent knowledge of English and preferably a good working knowledge of French. Knowledge of other languages would be an asset.

Functional Competencies:

• Analytical: Understanding of analytical techniques related to assessment of quantitative and qualitative information. Level 1
• Audit & Investigation: Knowledge of and attentiveness to any signs of ineffectiveness, fraud, corruption or abuse of human rights in the Global Fund's operation. Level 1
• Business: Understanding of the organizational and business mechanisms; operating knowledge of pragmatic and practical solutions that help translating ideas into specific plans, goals and KPIs within the Global Fund. Level 1
• Due Diligence: Ensuring an appropriate spend of money by means of making informed decisions and initiating actions only after investigating all facts, conditions, rules, laws, regulations, financial considerations, or any other such matters. Level 1
• Finance: Knowledge / awareness of financial and accounting aspects related to the Global Fund's services. Level 1
• Operational policy: Knowledge of Global Fund operational policies related to grant cycle. Level 1
• Project management: Knowledge of project management principles to effectively navigate change. Ability to structure & manage processes, plans, stakeholders, budgets and resources to achieve scope, quality, cost and time goals efficiently. Level 2
• Risk: Knowledge of the risk management process: identification, aggregation, mitigation, monitoring and reporting of the risks associated with a grant making organization that operates in high risk & challenging operating environments. Level 2

Technical Competencies:

• Knowledge or experience in administrative systems, processes and logistics
• Project management
• Facility management
• Building management
• Business process analysis
• Procurement skills

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Job Posting End Date

04 January 2026