Administrative Services & Facilities Manager

Job Summary:

Based in Los Angeles, this position will be responsible for the efficient functioning of the lCANN headquarters facility and for providing support for the regional and engagement facilities as needed, uner the guidance and direction of the Senior Director, Administrative Services & Facilities.

Key Responsibilities & Duties:

For the Headquarters facility:

·       Manage, develop and operate within the budget provided for the headquarters

·       Manage and allocate office space

·       Monitor the office lease and resolve issues that arise under the lease

·       Manage parking for the headquarters facility

·       Plan and manage renovations and additions of space to the headquarters

·       Manage non-technical assets in the headquarters including furniture

·       Direct and manage the facility to comply with applicable regulations relating to workplace health & safety

·       Effectively manage budget and costs related to administrative services, including shipping and office supplies

·       Manage insurance coverage for the headquarters facility in coordination with the Risk Management Department

·       Manage the activities of the staff responsible for the headquarters and general administrative services

·       Support, develop & manage the emergency readiness program in coordination with Security Operations

·       Direct office services and purchasing functions for ICANN Administrative Services

·       Manage security and access to headquarters facility in coordination with Security Department

·       Manage budget for and coordinate event planning for headquarters facility

·       Other duties as assigned or requested

For Regional and Engagement Offices:

·       Provide support on leasing issues, including monitoring dates for renewals

·       Assist with budgeting issues including development and monitoring of expenses

·       Support ergonomic and workers compensation evaluations

·       Assist Security Operations as requested with provision of security measures and systems at the facilities

·       Assist with new office location selection

·       Assist with leasing on office service equipment

·       Assist with vendor sourcing and purchase of office services and supplies

·       Assist with weCANN pages and communications for the facilities

·       Other duties as assigned or requested

Required Knowledge, Skills, and Abilities (KSAs):  (Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions)

·       Highly organized and independent while working in a team environment 

·       Proven management and leadership, preferably of a diverse, globally dispersed international workforce

·       Demonstrated expertise in space planning, asset management, insurance and leasing

·       Excellent communication and negotiation skills

·       Strong interpersonal skills and ability to establish and maintain effective working relations with people in a multicultural, multiethnic environment with sensitivity and respect for diversity

·       The position interacts with customers as well as internal employees regarding account inquiries

·       Detail-oriented and ability to multi-task and to work independently

·       Ability to solve complex issues in an ambiguous environment

·       Effective management of time and resources

·       Must be well organized and experienced in use of all office systems and software, with sufficiently adequate skills in Word, Excel, Outlook Adobe Professional, and PowerPoint to prepare analytical documents.

·       Excellent English drafting ability and communication skills, both oral and written

·       Strong organizational, project/time management, negotiation and multitasking skills

·       The ability to be a self-starter, creative, detail– oriented, flexible and pro-active member of the team

Education and Experience Requirements:

·       Bachelor’s Degree preferred

·       Minimum eight (8) years of experience in managing office facilities, including remote and international offices; additional years of experience required if no degree.

Language

·       Fluency, both written and spoken, in English is required

·       Fluent written and spoken language skills in any of the other official United Nations languages is preferred

Working Conditions & Physical Requirements:

·       Ability to travel without restrictions globally, frequently with limited notice is required

·       Work is performed in a normal office environment with limited privacy and some exposure to background noise

·       While performing the duties of this job, the employee is frequently required to stand and walk. The employee regularly is required to sit. The employee is frequently required to talk or hear; use hands and arms to reach, handle or feel. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus 

·       The employee may occasionally lift and/or move up to 25 pounds