Senior Head of Unit Budget, Planning and Control

Strategy and Corporate Centre (SCC) - Buildings, Logistics and Documentation Department (BLD) - Facilities Management Division (FM)

In the framework of the Corporate Operational Plan (COP), the Bank’s strategy and the activities of the Facilities Management Division (FM) Division:

• To guarantee the development and management of the operational planning, budgeting and reporting on the Division’s capital investment and services projects
• To contribute to the Division’s medium and long-term planning in respect of investment and service projects

in order to optimise all budgetary-related resources and contribute to the achievement of the Division’s objectives

• Proactively contribute to the elaboration of the Division’s operational planning, budgeting and reporting
• Contribute to the definition of the objectives and work plans of the Division and set those for the Unit in order to ensure that the EIB can efficiently plan its activities in the field of Facilities Management
• Establish (in cooperation with the Head of the FM Division) and manage the resources and means necessary to implement the formulated policies for FM’s own domain and deliver results
• Ensure (in cooperation with the Head of the FM Division) that staff within the unit have the right competencies, objectives and motivation in order to realise the formulated strategy and policies
• Provide guidance to Unit staff, supervise overall execution of processes in the domain of operational planning, budgeting and reporting, intervening whenever necessary.  This includes:
  - Prepare all required information concerning the overall budget allocation and planning process throughout the Division
  - Elaborate and develop control tools in relation to contract management specific to the Division’s activities
  - Proactively assist in the elaboration and coordination of short/medium/long-term planning of FM’s investments and service projects
  - Proactively contribute (in close cooperation with the Division Head and Head of the Space Management Unit) to the establishment of medium to long-term real estate planning, taking into consideration requests of the Management Committee and future needs of the organisation
  - Develop reporting tools relating to budget allocation and expenditure linked to the Division’s activities;  ensure appropriate reporting to Division Head and to Budget Division on a regular basis
  - Develop reporting tools in the field of quality management relating to the Division’s activities
  - Prepare for the Division Head and/or Senior Management reports on the Division’s activities covering critical and strategic issues
  - Ensure the integration of the Division’s input into the COP
  - Ensure that all environmental housekeeping and reporting is adequately addressed within the Unit and reported to colleagues in charge (e.g. Corporate Responsibility Division)
  - Ensure that all environmental aspects for which the EIB acts as a warrant are respected (includes East and West Building)
  - Coordinate and follow-up various (ad hoc) tasks of common interest within the Division
  - Supervise FM’s budget execution
  - Whenever relevant, contribute to coordinating the elaboration and updating of policies relevant to the Division’s activities
  - Whenever relevant, coordinate the Bank’s reporting/information undertakings vis-à-vis other European institutions
  
• Ensure overall quality of the unit output, including reports, notes and the information/data put into various IT systems
• Day-to-day operational management of the unit (e.g.: plan the unit’s workload and match it with available resources; resolve specific issues as they arise, etc)
• Ensure updating of procedures manuals for FM’s own domain
• Provide guidance to both professional staff and/or administrative assistants in the execution of processes in own area
  

• University degree in business/technical studies, Business Administration or equivalent with emphasis on architecture or engineering
• At least 8 years’ relevant professional experience in business planning/technical management and/or civil construction, project management and/or facilities management
• Some experience in team management
• Solid experience in contract and project management, in particular regarding budgeting, financial controls, process and contract management
• Proven experience in managing complex budgets and managerial accounting
• Very good knowledge and international experience of project management in multinational and complex projects
• Technological expertise/knowledge of office buildings/estate management
• Good knowledge of and experience in managing service and works contracts
• Proficiency in standard applications and reporting tools, in particular Excel and PowerPoint
• Fluent in English or French and a solid understanding of the other
  

• Capacity, derived from professional experience and maturity of judgment, to lead, motivate and supervise a team and collaborate with other services focusing on common targets and objectives
• Ability to co-ordinate and work well with colleagues; team player
• Multi-tasking ability under pressure
• Proven ability to meet targets 
• Excellent interpersonal skills
• Problem-solving attitude
• Good negotiating skills
• Good analytical thinking; ability to structure information and produce clear and concise reports