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Workspace Management Officer

2 months ago

Dubai, United Arab Emirates Asian Infrastructure Investment Bank Full time
Workspace Management Officer The Asian Infrastructure Investment Bank (AIIB) is a multilateral development bank whose mission is Financing Infrastructure for Tomorrow in Asia and beyond-infrastructure with sustainability at its core. We began operations in Beijing in 2016 and have since grown to 109 approved members worldwide. We are capitalized at USD100 billion and AAA-rated by the major international credit rating agencies. Collaborating with partners, AIIB meets clients' needs by unlocking new capital and investing in infrastructure that is green, technology-enabled and promotes regional connectivity.
The Workspace Management Officer will be responsible for managing and optimizing workspace processes to support the organizations's strategic goals. The role involves overseeing space utilization, lease management, and minor capital projects. The Officer coordinates with internal departments and external stakeholders, including landlords and contractors, to ensure that workspace solutions align with organizational needs. Additionally, the Officer is tasked with managing leasing activities, conducting market research, and supervising a small teams or external providers to deliver high-quality workspace services.

Responsibilities:
  • Shape and define workspace management processes based on organizational guidelines to ensure efficient space utilization and alignment with business goals.
  • Optimize workspace layouts and allocation to meet evolving organizational needs, ensuring the best use of available space.
  • Ensure all workspace-related activities comply with health, safety, and environmental regulations, maintaining a safe and productive work environment.
  • Coordinate with internal departments to accurately assess and meet their space requirements, including office allocations, departmental moves, and workspace customization.
  • Build and maintain strong relationships with external stakeholders, such as landlords, leasing agents, and contractors, to ensure smooth operations and favorable contract terms.
  • Communicate workspace policies, guidelines, and best practices to staff, providing training and support to ensure understanding and compliance.
  • Act as the primary point of contact for leasing activities, including negotiations, renewals, and contract management, ensuring favorable terms and conditions for the organization.
  • Plan and manage leasing activities, including space acquisition, contract negotiations, and renewals, ensuring alignment with organizational needs and budgetary constraints.
  • Conduct market research to stay informed about industry trends, competitive offerings, and opportunities for cost savings or workspace improvements.
  • Oversee procurement processes related to workspace needs, ensuring timely and cost-effective acquisition of services and materials.
  • Manage relocations and "small works" projects from planning to execution, ensuring timely completion, quality outcomes, and minimal disruption to operations.
  • Perform structured assessments of workspace management processes to ensure ongoing service quality and identify areas for improvement.
  • Supervise and coordinate the activities of third-party providers, ensuring they meet service standards and project deadlines.

Requirements:
  • 5-8 years of proven experience in space management, leasing, and project management.
  • Master's degree in Facilities Management, Business Administration, Real Estate, or a related field. Certification in Facilities Management or Project Management is desirable. An additional 2 years of relevant working experience may be considered in lieu of a Master's degree.
  • Strong project management skills, including planning, executing, and overseeing space-related projects from initiation to completion.
  • Advanced knowledge of space management principles, lease negotiations, and contract administration.
  • Competence in conducting market research to inform decision-making and identify opportunities for optimizing workspace management.
  • Understanding of regulatory compliance requirements and risk management strategies in the context of workspace and lease management.
  • Strong budgeting and financial management skills, particularly in relation to workspace projects and lease agreements.
  • Knowledge of health, safety, and environmental regulations related to workspace management.
  • Experience in training staff and conducting market research.
  • Strong negotiation and communication skills.
  • Excellent organizational and project management abilities.
  • Proficiency in relevant software applications.
  • Excellent oral and written communication skills in English.

AIIB is committed to diversity, transparency, and inclusion. We believe our strength comes from having a team with the right diverse skills, experiences and abilities selected through a merit-based competitive process. We actively encourage applications from people from both within and outside AIIB members, regardless of nationality, religion, gender, race, disability, or sexual orientation.
Join in AIIB's mission to promote sustainable infrastructure investments and to improve social and economic outcomes in Asia and beyond.
Previous experience and qualifications will determine the grade and job title at which successful applicants will enter AIIB.

ALL CURRENT VACANCIES * Closing Date: All opportunities close at 11:59 p.m. (GMT+8) on the dates listed.
** Job Type: Recruitment of staff is conducted through a merit-based competitive selection process. AIIB shall strive to provide employment opportunities open to all suitably qualified applicants, regardless of religion, gender, race, disability, sexual orientation or nationality.