Workplace Lead

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: Please note that the deadline for applications is indicated in local time as per the time zone of the applicant’s location.

1.      Organizational Context

a.     Organizational Setting

The position is located in the Premises Management Service (PMS), Central Services Division (CSD), Administration, Finance and Management Sector (AFMS).  The Premises Management Section oversees the management and maintenance of our premises, including related facility management services.

b.     Purpose Statement

Under the supervision of the Head of the Premises Management Service, the Workplace Manager’s main role is to contribute to the evolving needs of the Organization’s Headquarters premises development, ensuring efficient and effective use of physical space within the Organization, optimizing layouts, resources allocation, and overall workplace effectiveness. Key tasks include space planning, related facilities management, move management, advising on optimizations, and implementing modernization projects of WIPO’s workplace. She/he ensures the supervision of a small internal team of staff and manages relevant external contractors.

c.     Reporting Lines

The Workplace Manager reports to the Head of the Premises Management Service; Central Services Division; Administration, Finance and Management Sector.

2.      Duties and Responsibilities

The incumbent will perform the following principal duties:

a.   Space Planning, Workplace Management and Standards Compliance: Assess organizational and users’ needs and manage space allocation, utilization, and occupancy while ensuring compliance with buildings, health, accessibility, sustainability, and safety standards. Oversee signage and furniture standardization to promote functional, consistent, and well-being-oriented workplaces.

b.   Data and Performance Monitoring: Maintain and analyze workplace data using relevant systems and service management software to optimize the space occupancy, resource allocation, and improve employee experience; develop reports and improvement proposals based on relevant KPIs.

c.   Small-Scale Project Management: Design and manage interior layouts for minor projects, ensuring consistency with design guidelines and space management strategies.

d.   Projects and Transitions: Lead transitional layouts during renovations or relocations and actively participate in larger office modernization initiatives with the goal of aligning the workplace needs with the broader organizational strategy.

e.   Digital Transformation initiatives: Actively participate in digital projects aimed at improving workplace efficiency, data management, and analytics.

f.    Stakeholder Communication: Proactively engage with and serve as the focal point for internal customers. Anticipate and ensure coordinated communication with departments on space-related issues.

g.   Budget and Procurement: Lead budget planning and monitoring for the assigned projects from the unit perspective; implement procurement processes related to workplace services.

h.   Contract Oversight and Vendor Management: Implement, optimize, and monitor workplace-related contracts and service delivery (in areas such as Cleaning, Logistics, Landscaping, furniture supply, office supply, etc.), defining KPIs and ensuring alignment with WIPO standards.

i.    Team Leadership and Oversight: Supervise a small team and oversee on-site contractor staff to ensure timely and quality delivery of workplace-related tasks.

j.    Perform other related duties as required.

3.      Requirements

Education (Essential)

First-level university degree in architecture, Interior design, Space Management, Property/Real Estate Management, Engineering, or another relevant discipline.

Education (Desirable)

Advanced university degree in relevant field or Additional certification in Workplace or Facilities Management.

Experience (Essential)

At least 6 years of progressively responsible professional experience in one of the following domains: architecture, interior design, workplace management, facilities management; of which at least 3 years in facility/workplace management and at least 3 years in a supervisory role.

Experience (Desirable)

Solid experience in managing office buildings, workplaces, or implementation projects in an international environment (public or private sector).
Understanding and experience of working in compliance with SIA (and/or alike) norms and contracts.
Experience with large office modernization projects.

Language (Essential)

Excellent written and spoken knowledge of English and French.

Job Related Competencies (Essential)

Demonstrates strong project and contract management skills, particularly in interior design and financial oversight.
Highly organized with excellent time management and the ability to perform under pressure.
Brings strong leadership, discretion, and interpersonal abilities, excelling in diverse, multicultural environments.
Skilled in advising senior leadership on infrastructure and office space strategies, with proven analytical, problem-solving, and communication strengths.

Job Related Competencies (Desirable)

Good knowledge of building techniques and installations such as HVAC, Electrical, Sanitary, Building Management Systems (BMS), Energy Management, Fire and Life Safety Systems.

Proficiency in relevant project management software: CAD tools (AutoCad, Revit, BIM, etc.) and service ticketing solutions.

4.      Organizational Competencies

1.      Communicating effectively.

2.      Showing team spirit.

3.      Demonstrating integrity.

4.      Valuing diversity.

5.