Facilities Analyst

2 weeks ago

Chennai, Tamil Nadu, India The World Bank Full time
Facilities Analyst

Job #:
req27783 Organization: IFC Sector:

Facilities Management Grade:

GE
Term Duration: 3 years 0 months

Recruitment Type:

Local Recruitment Location:
Chennai,India Required Language(s): English Preferred Language(s):
Closing Date: 6/19/2024 (MM/DD/YYYY) at 11:59pm UTC
Description

IFC—a member of the World Bank Group (WBG)—is the largest global development institution focused on the private sector in emerging markets and the world's largest multilateral source of loan and equity financing and advisory services for private sector in the developing world.

We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities in developing countries.

In fiscal year 2023, IFC committed a record $43.7 billion to private companies and financial institutions in developing countries, leveraging the power of the private sector to create a world free of poverty on a livable planet as economies grapple with the impacts of global compounding crises.

Working with 2,000 businesses worldwide, IFC draws on more than six decades of experience to create opportunities and solutions where they are needed most.

For more information, visit . IFC is headquartered in Washington, ., and has more than 108 Country Offices globally across six continents, totaling approximately 1.8 million rentable square feet (half of which is in Washington, . These facilities are a mix of owned and leased real estate.
IFC's Real Estate and Facilities Management Unit (CBARE) is part of IFC's Budget & Administration Department. It is responsible for IFC's corporate real estate, project management, facilities management, real estate capital budgeting, and corporate sustainability. Within CBARE, CBA seeks a Facilities Analyst based in Chennai, India. The position reports to the IFC HQ Real Estate and Facilities Lead. Roles and Responsibilities

  • Provide relevant, accurate, and timely information to the Real Estate team on-budget performance, tracking costs, and advising on budget implications. Engaging closely with project managers, reviewing program commitments (POs) to facilitate projects flagging issues concerning PO balances, accruals, and stale commitment closing and clean-ups
  • Provide analytical support to the Real Estate team, preparing timely and accurate analyses such as monthly reports on HQ & CO Capital Project reports, Dakar Project reports, IFC Capital Budget Summary reports, PO Contracts Summary reports to TTLs, and other variance reporting
  • Assist CBARE in developing a procurement plan aligned with IFC's Annual Investment Budget (AIP) and monitor its implementation
  • Define the deliverables required for implementing the procurement plan and assist the Project Management and Cost Analyst teams in gathering all deliverables in the established formats
  • Serve as the main focal point with IBRD/IDA and MIGA on joint solicitations and contract extensions that require input from IFC and assist in gathering the required information
  • Support the Real Estate team in preparing timely and accurate PO/contract summary reports to identify PO expiration dates and process needed extensions
  • Performs the role of supporting unit/TTL on administrative aspects throughout the procurement solicitation process and contract administration process Financial Control and Fiduciary Responsibilities
  • Support a robust internal control framework of Real Estate expense transaction
  • Support the reviews on quality assurance processes
  • Liaise with staff to improve knowledge and awareness of the budget. Have a Robust understanding of World Bank procurement thresholds, templates, methodologies, policies, internal controls, and IFC policies and procedures
  • Lead procurement of "mini bids"
  • Contribute to streamlining processes and reporting through automation and simplification initiatives Transaction and Procurement Support
  • Assist the Real estate team in creating a procurement plan to implement the Annual Investment Plan (AIP)
  • Assist client unit/task team leader (TTL) / Project Manager (PM) in gathering all required documentation and information to obtain process contracts/PO requests, such as final TOR, approvals, TPRM, budget clearance, and proposals/quotes
  • Provide transactional and compliance support to CBARE staff processing system transactions, including Admin Portal, eServices, and WBGeProcure Supplier Database
  • Liaise with Corporate Procurement, Accounts Payable, and Human Resources teams to register, ensure that vendors register, and ensure that UPI number, purchase orders, payments, and STs appointments are processed on time
  • Coordinate with TTLs to review invoices submitted by consultants for accuracy and compliance with contract terms and take necessary actions to complete the payment, including PO modifications and coordination with vendors
  • Maintain the "Contract Expiration Date" list updated and bi-monthly follow up with the TTLs, to ensure action is taken to extend or close contracts accordingly
  • Escalate any inconsistencies observed during the transaction process to determine follow-up action
Selection Criteria

  • Bachelor's degree in facilities management, business administration, or a related field with a minimum of 2 to 4 years of relevant work experience
  • Prior experience in facilities management, real estate, procurement, or a similar role
  • Strong analytical skills and attention to detail
  • Excellent communication and interpersonal abilities
  • Proficiency in relevant software tools (., space management software, Microsoft office)

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

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