Director – Administration + Facilities

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Location: Portland, Or

Position Status: Full-time, Regular, Exempt

Salary: Annualized range of $91,000-101,667

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

The Team

The Administration + Facilities (A+F) team is responsible for administrative services, facilities management, real estate services, safety, and business continuity functions for the Mercy Corps

Global Headquarters in Portland and agency-occupied offices in Washington DC and other US sites. A+F provides direct service-oriented support to over 350 US-based team members, including front office and operations desk management, mail and domestic and international shipping services, supplies and procurement; manages real property in US locations, including site selection, space programming, design, construction and site operation, maintenance, landscaping, asset management, and security; and supports global offices by providing administrative, facilities, design and real estate services and consulting.

The Position

The Director of Administration + Facilities provides overall leadership, management and strategic vision to A+F Teams based at Mercy Corps’ Portland Headquarters and the Washington DC office, with consulting relationships with other Mercy Corps offices globally. This position is critical to the safety of our US team members and the continuation of Mercy Corps essential functions in the event of an emergency or disaster. The Director develops and implements strategies, systems, guidelines and procedures to operate US sites. The Director provides strategic real estate expertise for site selection, build-buy-lease strategies, lease management, office design, construction management and occupancy services, and provides support and advice for other US and global real estate concerns. The Director manages staff and resources to ensure the team meets targets and deliverables on time and within budget, and ensures accountability to Mercy Corps standards, policies and regulatory compliance.

Essential Responsibilities

Safety and Security

Manage safety and security issues for all occupants and assets of US offices to ensure that each of the assigned locations has a safe, secure and healthy work environment. Manage Portland Headquarters security contracts and services, including onsite security supervisor and patrol officers. Direct US office wellness programs, including ergonomic consulting and adjustments, tools, furniture, equipment and training. Direct Portland Headquarters Safety Team. Chair quarterly Safety Team meetings. Review and respond to all safety reports. Manage periodic inspections (fire marshall, occupational safety inspectors, etc.) at US sites. Resolve inspection-related issues. Ensure compliance with OSHA requirements in coordination with HR Services. Plan, coordinate and monitor annual safety evacuation drills. Coordinate CPR-AED training for team members. Direct and serve as first responder for Portland’s fire, elevator, emergency and intruder alarm systems. Develop and deliver individual emergency preparedness training to Headquarters team members. Coordinate membership and training exercises for Mercy Corps’ membership in Portland Bureau of Emergency Management’s (PBEM) Neighborhood Emergency Team (NET). Represent Mercy Corps at city and community safety and security initiatives. Continuity of Business Operations Direct US Business Continuity Plan (BCP). Manage the BCP team, including core team, consultants and departmental representatives. Write and publish periodic plan improvements and updates. Annually review and update Business Impact Analysis (BIA) reports which define and prioritize essential functions and the resources required to sustain them during a disaster or emergency. Facilitate continued improvement of departmental toolkits to support essential functions. Manage preparedness cycle with ongoing planning, organizing and equipping, training and awareness, testing and exercising, evaluating and improving the BCP. Provide consulting for Business Continuity Planning in Mercy Corps offices outside the US. Activate and lead the BCP response in partnership with Humanitarian Leadership and Response (HLR) team during actual emergencies, including staff accounting procedures and communications, relocation or devolution planning, business recovery and restoration. Consult with Crisis Management Team. Monitor progress and follow up with improvement planning. Real Estate Services

Develop forward-looking, cost-effective site planning and space use strategies for US offices to flexibly account for occupancy growth trends against space capacity. Recommend space acquisitions, development, or dispositions in accordance with Mercy Corps’ changing program needs and local community real estate environments. Manage all US property leases (as tenant or landlord), including lease negotiations, operating expense audits, ongoing lease management, landlord-tenant liaison activities, and terminations. Serve as property manager for Portland Headquarters, ensuring protection of $25M+ asset. Direct design initiatives for new or changing office layouts with due consideration to future flexibility. Develop space programming, layout planning, finish and furniture standards. Identify and manage capital improvement projects, including construction projects. Provide capital and expense budgets, project planning, project management and implementation. Support Global Workplace Environments (GWE) as warranted. Provide consulting on request from worldwide offices regarding leases, space planning, design and furniture. Lead special or complex real estate projects as warranted, including disposition of donated properties in collaboration with Resource Development and Legal departments. Research, document and implement best practices in workplace environments and effectiveness. A+F Operations Management

Direct A+F services within the following categories, in accordance with the A+F Charter: Administrative Services, Safety, Facilities Management, Space Planning and Design, Office Moves, and Furniture & Asset Management. Plan and direct regularly-scheduled and unexpected A+F operations, coordinating efforts with team members to ensure efficient and effective customer-focused direction of A+F functions, according to budget and work schedules. A+F operations include logistics, procurement, asset management, security and administrative functions. Direct building operations, including maintenance and optimum use of building systems such as Heating, Ventilation and Air Conditioning (HVAC), and access entry systems (including cardkeys and locksets). Manage onsite parking, plants services, janitorial services, grounds and landscape maintenance. Initiate, develop and manage special projects for operational improvements at US sites. Represent Mercy Corps as a property owner in the community, enhancing our reputation, brand and mission. Select and participate in effective neighborhood groups. Consistent with our values and environmental stewardship, provide LEED building tours and other presentations for potential donors in support of Resource Development. A+F Team Management

Create a team atmosphere conducive to professional growth and development of excellence. Direct, mentor and motivate an informed, skilled and efficient A+F team through processes that encourage a team culture of learning and innovation. Manage A+F team members’ performance plans and evaluations that incorporate staff development opportunities. Provide training and development opportunities that fit individual development plans. Fiscal, Compliance Management and Accountability. Prepare forecasts, manage and monitor capital and operating expense budgets for each US site, plus A+F Team budget for salaries and travel. Plan and direct resources to ensure that the department meets its targets and deliverables on-time and within budget, ensuring accountability to Mercy Corps standards, policies and regulatory compliance. Protect critical assets by maintaining or improving value of our buildings, furniture and equipment. Provide environmental stewardship and support sustainability by maintaining directives of LEED Platinum certification, monitoring and reporting energy usage, and seeking opportunities for environmental improvements, including alternative energy solutions. Direct Green Team initiatives. Coordinate business licenses, registrations, and other compliance requirements related to building ownership and occupancy. Supervisory Responsibility

Four regular staff members: Facilities + Office Manager, Facilities Operations Specialist,

Administration + Facilities Coordinator and Washington DC Office Administrator.

Accountability

Reports Directly To: Chief Financial Officer

Works Directly With: Mercy Corps U.S.-based team members, A+F Team in Portland and

Washington, DC, other Mercy Corps team members in the U.S., Europe and other global sites.

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualification & Transferable Skills

A. or B.S. in business, real estate or related field required; previous experience can compensate for non-degreed applicants. 6+ years of administration, facilities management and real estate experience preferred, including history of building operations, lease administration and other corporate real estate transactions. Previous employment experience in an organization with more than 300 FTEs required; preference given to candidates experienced in managing large, complex property portfolios. Demonstrated skill in negotiation, communication, organization, strategy, and prioritization required. Experience managing safety and security programs required. Effective verbal and written communication skills. Experience with Disaster Recovery Planning and Business Continuity Planning required. Project management methodology experience strongly preferred, including construction projects. Proven excellence in team leadership, training, development and mentoring, particularly in a very busy work environment. Demonstrated success in creating processes, procedures and innovative solutions, establishing and meeting deadlines, and working cooperatively with local and remote team members. Demonstrated understanding in office design concepts required. Must have excellent presentation and public speaking skills. Office wellness and ergonomic program experience strongly preferred. Knowledge of environmental stewardship desired. Leader in Energy Environmental Design Accredited Professional (LEED-AP) certification preferred. Success Factors

The successful Director of Administration + Facilities will responsibly reflect the Mercy Corps mission to the Mercy Corps team and public by attending to the important property, administrative and safety needs of Mercy Corps Headquarters in Portland and other US offices, being responsible for developing and maintaining safe and effective working environments and public spaces. As this person will have contact with all departments and personnel at Mercy Corps, they will be a thorough subject matter expert in facilities and real estate, possess strong interpersonal skills, and be highly organized and efficient. The ability to effectively manage projects will be a distinct advantage.

The successful candidate will demonstrate a healthy combination of professionalism, expertise, warmth and confidence, will be positive and energetic, and will demonstrate entrepreneurial and innovative ownership of the position and its duties. They will place a high priority on attention to strategy, detail, organization, and situational leadership.

Living Conditions / Environmental Conditions

This position is based in Portland, Oregon.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development.

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.

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