The Job Description for this position is available on our website: https://www.dfa.ie/prep/brussels/vacancies/
Building Facilities Manager – Application Form
Vacancy - Buildings Facilities Manager
Permanent Representation of Ireland to the EU and Embassy of Ireland, Brussels.
Our mission is to promote and protect abroad the values, interests and economic well-being of Ireland and its people. We do this under the political direction of our Ministers, through our staff at home and through our Embassy network abroad.
The Permanent Representation (PR) of Ireland to the European Union in Brussels is seeking a highly motivated, enthusiastic and hardworking person with excellent project management and organisational skills to fill a Building Facilities Manager (BFM) position on an initial fixed term contractual basis of two years, which will be renewed on an indefinite basis, subject to satisfactory performance, in the Administration Section of the Representation, to ensure the efficient functioning and maintenance of our property portfolio.
Roles and Responsibilities:
The precise range of duties will vary over time according to the needs of the PR / Embassy, but will include the following:
- Manage the requirements of a rapidly expanding workforce at the PR, Embassy and official accommodations, in the run up to Ireland’s EU Presidency in 2026;
- Be a strong project leader to manage the upcoming PR Conference room and Brussels / Luxembourg Delegation Rooms refurbishment projects;
- Lead on the daily upkeep of the PR / Embassy building, Ambassadors' official accommodation and the delegation rooms in Brussels (EU and NATO), Luxembourg and Strasbourg;
- Provide day-to-day support in setting up meeting rooms and functions at the PR building;
- Management of the various building contracts at the PR;
- Oversee and implement a study that will be commissioned, on the effective use of space in the Representation;
- Manage relations with service providers in addressing key maintenance issue and resolving in a timely manner;
- Co-ordination with domestic staff at the official accommodations;
- Manage relations with co-tenants including shared garage / parking space.
- Manage routine maintenance of the PR/ Embassy properties, including co-ordination with service providers and external contractors for the proper maintenance of PR/Embassy properties;
- Ensure that the PR/Embassy physical security arrangement are functioning and well maintained in consultation with DFA Security and Corporate Compliance (SCC);
- On call responsibilities (may involve working outside of normal hours if an emergency situation arises);
- Ensure that health and safety standards are maintained with respect to the PR/Embassy properties, in consultation with DFA SCC health and safety colleagues.
- Oversee set-up and efficient operations at official Embassy events, including liaison between Embassy and Residence support staff, and organisation of any additional services, equipment, staff, or supplies required for events;
- Oversee purchase of household goods and supplies for Ambassador’s residence;
- Maintain an inventory of Chancery and Residence contents;
- In addition to the above, the Building Facilities Manager may be required to carry out other functions subject to the business needs of the PR/Embassy.
Essential Requirements candidates must be able to demonstrate:
- Candidates should have a minimum of 3 years’ experience as Facilities Manager, Project Manager, or other relevant position;
- An ability to independently assess situations and work unsupervised where required; strong planning, excellent interpersonal skills, time management, organisational skills and attention to detail;
- A flexible attitude, good judgement and the ability to work effectively as part of a team with a proven ability to work under pressure;
- The ability to work well under pressure while ensuring accuracy, safety standards and attention to detail;
- A high level of discretion, commitment and reliability
- Strong IT skills, with evidence of recent knowledge and use of Microsoft Office Suite (Outlook, Word, Excel);
- Proficiency in English and French (both written and spoken). Knowledge of Dutch is also an advantage;
- Highly flexible to changing work demands and priorities.
- Applicants must have an unrestricted legal right to reside and work in Belgium.
Desirable Skills and Experience:
- The successful applicant will work alongside other local employees of the PR / Embassy, and will report directly to the diplomatic staff in the Missions. Previous experience in a diplomatic mission is desirable, but not essential.
- A good knowledge of how to improve and implement more sustainable and energy efficient measures (lighting, e-charging, air-conditioning etc) in the buildings and outdoor spaces.
Terms and conditions of employment:
- The successful candidate will be hired initially on a fixed-term contractual basis of two years, which will be renewed on an indefinite basis, subject to satisfactory performance. The successful candidate will be based at the Permanent Representation of Ireland to the EU, Brussels;
- Monday to Friday, 38 hours per week, with standard office hours from 09.15 to 17.45 However, a considerable degree of flexibility will be required;
- The salary for the position is €54,373.05 per annum, paid locally on a monthly basis. Salaries are paid direct to a bank account; therefore, the successful candidate must have a bank account.
- The contract will be subject to the relevant provisions of Belgian law in regard to tax, labour and social insurance.
- There is no entitlement to civil service status within the Irish public service.
How to apply
The Job Description for this position is available on our website:
https://www.dfa.ie/prep/brussels/vacancies/
Completed applications by e-mail only to PRBRECRUIT@dfa.ie
with the subject line Building Facilities Manager Vacancy.
Applications to be received before 17:30 hrs (local time) on Monday 11 September 2023
Selection Process:
- Depending on the number of applications received, a short-listing of candidates to be called for a competency-based interview may be undertaken based on the Essential Requirements above.
- It is planned that interviews will be held in September 2023;
- A skills test may be included in the recruitment process;
- A second interview may be included in the recruitment process; and
- A panel may be set up depending on the calibre of candidates;
- References will be required of short-listed candidates prior to any position being offered.
General Data Protection Regulation:
All personal information received will be kept in line with GDPR guidelines.
Security Clearance for Local Staff
Police security clearance will be sought in respect of individuals who come under consideration for appointment. Enquiries may also be made with the police force of any country in which the applicant under consideration for appointment resided. If unsuccessful, this information will be destroyed. If the applicant subsequently comes under consideration for another position, they will be required to supply this information again.
Please note that canvassing will disqualify applicants.
The Permanent Representation of Ireland to the EU is committed to a policy of Equal Opportunity.
Data Protection
Please read our Privacy Policy