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1. Post: Vienna
2. Agency: United States
Information Agency
3. Position No: PA-1320 (PSC) - C60040
4.
Post Title of
position: Buildings Maintenance
Manager
5.
Name of employee: Johann Janka
6.
Mission or
office: RPO Vienna
7.
Subdivision: Administrative
Management Section
Basic Function of Position: This position is the supervisor of the
Buildings Maintenance Unit and is responsible for the maintenance/day-to-day
operations for the Schmidgasse building. The unit is comprised of ten
positions. The building maintenance staff is responsible for all maintenance
and repair services required for the building which houses the RPO and USIS
operations, located at 14 Schmidgasse, Vienna. This building is a five-story
structure, built in middle nineteenth century and considered an historic
building by the Austrian city government. The age of the building and its
historic nature together with the program and operational requirements of RPO
and USIS, means that members of the maintenance staff must have the ability to
apply technical expertise to resolving problems using much more creativity,
initiative and flexibility than would normally be expected of maintenance
technicians in more modern facilities, or for technicians who maintain physical
facilities which house operations far more compatible with the building in
which they are located. A high degree of creative initiative, flexibility and
sound judgment is particularly important for the incumbent of this operations
an ensuring that RPO and USIS needs are met while also keeping all buildings
operations within required safety codes and adhering to limitations imposed by
the age/condition of the building.
In addition to responsibility for handling all aspects of the buildings
maintenance and operations,. The incumbent also assists RPO and USIS management
in discussing restructuring and/or relocation/renovation projects, using
her/his technical expertise to recommend possible solutions which suffice
internal requirements and are in accordance with Austrian codes and
regulations. The incumbent is the main working level contact to the owner of
the Schmidgasse building (the Austrian Government, represented by the BBD -
Bundesbaudirektion Vienna) and responsible for the maintenance of a good working
relationship with the owner. S/he stays in contact with the BBD to keep them
informed about problems, request repair and/or maintenance from the owner, and
keeps them informed about projects within the building, informing RPO and USIS
management if and when an official request in writing for a specific project
needs to be sent to the BBD for their approval. Because of the technical
expertise in the area of buildings maintenance the incumbent is actively
involved - assisting the contracting officer - to solicit bids from painting,
construction, plumbing, and other similar companies. S/he works closely
together with the RPO Contracting Officer to prepare requests for bids for any
maintenance, repair, and/or relocation/renovation projects, screens the
received bids and assists selecting companies based on either past experience
in working with companies and/or technical expertise.
While USIS operations an
approximately 50% of RPO’s operations are similar to those found in most normal
office buildings, half of the RPO-occupied space is devoted to a fully
professional printing and binding plant, to professional photographic
developing and graphic art operations and related enterprises necessary to
producing a wide range of visual and textual material equal to professional
commercial standards. The printing/binding plant equipment, photographic
developing and printing equipment, etc. represent a capital investment of
almost $2,,000,000. Maintenance and repair operations on this equipment must be
handled by a fully qualified and highly skilled technician. Inadequate
maintenance, wrong decisions made during the repair process, and/or failure to
relate equipment operations and maintenance properly to building limitations
and anomalies can result in serious damage costing many thousands of dollars
and (more seriously) can endanger the well being of building occupants (over 60
people), most in particularly the staff assigned to RPO production work.
Given the nature of the building to be maintained, the kind of operations
it supports, and the number of people occupying its space, the incumbent of
this position must be at the level of a fully qualified buildings engineer,
must have professional level technical skills which allow her/him to supervise
the buildings maintenance staff including one expert electrician, one general
maintenance worker and the entire char force comprised of 7 persons. Must be
able to work as a productive leader of a team by sharing responsibility for all
general (and less technical) building maintenance requirements. While such a
mix of skills is not normally required of a single maintenance staff member for
most building operations. Combining these skills in one position is the only
cost effective way RPO and USIS can meet building maintenance requirements.
Major duties and
responsibilities: Duties are to be performed at the Schmidgasse
building and the Amerika Haus.
BUILDINGS MAINTENANCE
MANAGEMENT…………………………….60%
Organizes and co-ordinates general maintenance, repair, and
troubleshooting of all building operations, including, but not limited to:
¨ contact with the
buildings owner;
¨ preparation of
preventive maintenance and repair schedules for the entire building:
¨ screening and
checking of all building related invoices, such as rental costs, annual
operating costs, utility costs, etc.
¨ the entire
electrical wiring system of the Schmidgasse building;
¨ assisting RPO and
USIS management in coordination of special renovation/relocation projects;
¨ soliciting bids
from local companies.
The Buildings Maintenance Manager serves as
an expert adviser to senior RPO/USIS management on the entire range of
buildings operations, problems, and potential problems, as well as on related
Austrian legal codes and regulations, including co-ordination with the BBD. Advice
includes, but is not limited to, material requirements for various
installations and renovation projects, (e.g., computer wiring, LAN wiring, new
telephone system installation, electrical system rewiring, plumbing and heating
systems, general preventive maintenance, etc.).
Buildings maintenance and repair services of
this historic building will frequently require the incumbent to formulate and
recommend creative solutions to problems which will arise due to the age of the
building and the need to adapt building facilities to meet RPO and USIS
operational needs. Technical expertise should be of a highly professional level
in order for the incumbent to provide fully professional advice taking into
account Austrian safety codes, USG fire and safety codes, organizational needs,
costs limitations, etc.
While final decisions will be made by
RPO?USIS management officials as appropriate, the incumbent’s advice is
heavily relied upon and serves as one
of the most important factors guiding major, and often costly, decisions.
Serves as project supervisor for general maintenance projects, such as
painting, maintenance and repair of electrical installations, floors, etc.
working with outside companies and reporting progress to RPO/USIS management.
Routinely surveys the RPO/USIS building,
checking the proper functioning of windows, doors, lights, etc., noting
problems and taking necessary corrective actions. Coordinates buildings
maintenance staff in assisting as needed with moving furniture and heavy
equipment, loading and unloading trucks, handling deliveries to and from the
Austrian postal system and distributing received mail.
Supervises the Char force activities (total
of seven employees) to ensure proper tasks are met to the satisfaction of
RPO/USIS management. Coordinates and implements changes as required.
Is responsible to order and maintain a proper
stock of building maintenance supplies and materials, including cleaning
material, tools, etc. Responsible for expendable supplies inventory of the
building maintenance unit, including but not limited to establishing minimum
order quantities and inventory control, to assure a proper supply of all
materials at any given time.
The incumbent handles the entire T&A
responsibilities for the buildings maintenance unit.
Performs other related duties as required.
SPECIAL PROJECTS
COORDINATIONS…………………………………..40%
Using her/his technical building expertise
serves as the expert advisor to RPO/USIS management on special renovation,
relocation, and/or office move issues. In coordination with RPO/USIS management
plans, coordinates and supervises special projects including, but not limited
to:
¨ Adaptation of
office space for new programs (training, printing, graphic arts, etc);
¨ RPO/USIS office
moves;
¨ laying of
computer cabling, telephone system cables, etc.; and
¨ coordination and
implementation of recommendations of fire and/or security inspection reports.
Given her/his technical knowledge and experience in building
maintenance, assists RPO/USIS management in the planning of special projects.
The incumbent’s expert advise is heavily relied on by RPO/USIS management in
the decision making process. After final decisions are made by RPO/USIS
management, the incumbent assists the Procurement Officer in obtaining bids,
screens the bids with the Procurement Officer and suggests companies to be used
based on her/his technical expertise and former experiences with companies.
After companies have been selected and purchase orders or contracts are
written, the incumbent serves as the coordinator and supervisor of buildings
maintenance staff and/or outside companies to ensure completion of a given
project in accordance with the time limits and USG regulations, keeping
RPO/USIS management informed about progress and/or problems. This task includes
making possible recommendations for scheduling and/or solving of problems which
may occur. Handles relocation projects, restoring such space to a fully useful
and pleasantly functioning condition after completion of renovation work.
High level technical skills are required both to find creative
solutions and to make those solutions operational within Austrian and USG
electrical codes and regulations.
DESIRED QUALIFICATIONS:
a.
Education: Incumbent is
required to have a general education at least to the equivalent of an American
high school diploma and relevant work experience at the level of a buildings
engineer. Professional skills in buildings maintenance and/or mechanics are
desirable.
b.
Prior work
experience: Three to five years of professional/technical experience in
progressively responsible work as a buildings manager, preferably within the
American Embassy or in an American business firm.
c. Post entry training: No further
training in buildings maintenance, since the incumbent is required to act as
expert advisor of senior RPO/USIS management on all building operations.
General guidance on organizational an operational requirement will be provided
by senior RPO/USIS management. While the incumbent is expected to be fully
conversant with Austrian building codes, requirements and regulations,
instruction/information/guidance will be provided concerning USG building
requirements, including electrical, fire and other safety codes and
regulations.
d. Language Proficiency: Level III
is required, level IV is preferable.
e. Knowledge:
--- Must possess all knowledge required for successfully supervising a
buildings maintenance unit, with the technical ability to apply such knowledge
to a wide range of problems and operational requirements in an environment
which regularly requires creative, but professionally sound, solutions to
problems not faced in more modern building operations.
—A sound understanding of Austrian building codes, rules, and laws is required,
and some experience with or knowledge of USG codes and regulations of building
maintenance, fire and safety regulations is preferred.
—An appreciation for and knowledge of the anomalies usually found in old,
historic buildings, particularly as they concern electrical systems and their
capacities and operations is required, and extensive familiarity with building
operations for old, historic buildings is preferred.
–- Expert level mechanical skill are required to enable incumbent to
successfully supervise inside building staff as well as outside companies in
respect to quality of work in various fields, such as electricians, plumbers,
floor layers, painters, carpenters, etc.
f. Skills and Abilities:
---The
incumbent must have the ability to apply technical expertise on standards to
solve building maintenance problems using creativity, initiative, flexibility
and sound judgment. Technical expertise should be of a sufficiently high level
as to allow the incumbent o provide fully professional advice on a wide rang of
building maintenance and repair operations and problems while taking into
account Austrian building codes, USG fire and safety codes, organizational
needs, an cost limitations.
—Must have a high degree of analytical ability in order to recommend the most
cost efficient solutions to problems and/or needs to the RPO/USIS senior
management when faced with a range of possibilities. Recommendations must match
code requirements with critical operational needs and with available funding.
POSTITION ELEMENTS:
a. Supervision Received: While the incumbent works under the general
supervision of the RPO Executive Officer, he words entirely independently in
the field of project supervision. S/he is regarded as the expert advisor in
this area by senior RPO/USIS management officials. Supervision will normally be
given in areas where maintenance, repair work and/or special projects
interfaces with other assignments and/or collide with operational
requirements/needs of the respective RPO/USIS management, in terms of setting
work schedules and priorities. Once o project has been assigned and parameters
of operations have been established, it is expected that the incumbent will
carry out assignments with minimum or no supervision, only reporting problems
when and if they arise. In handling building operations and requirements, the
incumbent establishes his own guidelines and performance standards based on
only general instructions as to what is required.
b. Available Guidelines: Austrian
Government codes, rules and regulations; various instruction manuals for
elevators, heating plant, electric machinery, etc; USG fire and safety codes,
as well as building maintenance regulations; RPO/USIS policies and guidelines
as the may affect building operations or use of space within the building.
c. Exercise of Judgment: The incumbent
must regularly exercise independent, sound, and highly professional judgment
based on a broad knowledge and understanding of the Austrian and USG
electrical, fire and safety codes as they relate to realities of an historic
building, to safety of persons and property, to strengths of staffs, to local
country working conditions, and to availability of services and supplies, in
order to:
¨ advise senior
RPO/USIS management on the whole range of building maintenance operations,
related Austrian legal codes and regulations;
¨ advise senior
RPO/USIS management on required equipment repairs, including recommendations
for M&R schedules and necessary equipment replacements;
¨ evaluate a
variety of possible maintenance and repair solutions with a view to
recommending the best and/or most technically feasible solution, giving careful
considerations to operational efficiency and funding limitations;
¨ formulate
creative solutions to problems which will arise due to the age of the building
and/or equipment, and the need to adapt building facilities to meet RPO and
USIS operational needs, but always staying within Austrian and USG electrical
regulatory requirements;
¨ advise senior
RPO/USIS management if a technical problem is beyond her/his personal skills
and/or expertise to resolve, recommending solutions and/or possible contractors
capable of handling the problem effectively.
While final decisions will be made by senior RPO/USIS management officials as
appropriate, the incumbent’s advice is heavily relied upon and serves as one of
the most important factors guiding major, and often costly, decisions by
responsible management officials.
d. Authority to make
Commitments: Giver her/his technical expertise, the incumbent works together with
the RPO Procurement Unit, assists in requesting bids from companies, providing
technical details for purchase orders and/or contracts, and assures receipt of
proper materials. Is authorized to conduct and/or join discussions on building
maintenance and supply purchases, electrical and other maintenance, and to
assist with his technical expertise in assuring the technical abilities of
contractors/vendors meet required standards before RPO Contracting Officer
awards a contract and/or puchase order involving building maintenance and
repair services and/or supplies. Is authorized to commit petty cash funds for
minor supply and/or spare parts purchases as required to support RPO/USIS
maintenance and repair requirements within spending guidelines established by
authorized RPO/USIS management officials.
e. Nature, Level, and
Purpose of Contacts: Establishes and maintains contact with the
buildings owner (BBD) and Austrian officials and organizations supplying or
controlling the supply of major utility functions, such as electrical power,
water, heating, etc., as well as with local companies and private supply
vendors/contractors for all required building maintenance functions (painters,
carpenters, electricians, plumbers, construction and supply companies).
Contacts are for the purpose of resolving problems which may occur in the
day-to-day operation of the Schmidgasse building and/or problems with the
RPO|/USIS building operations which require the assistance of official sources
in order to effect repairs. Contacts with commercial suppliers are for the purpose
of acquiring and maintaining a current knowledge of prices, expertise and other
factors important to RPO/USIS purchases of goods and services for the full
scope of building maintenance operations.
f. Supervision Exercised: The incumbent
directly supervises two building maintenance workers (Electrician/Maintenance
man PA-1328 - C0051, and Trades helper PA-1327 - C60041) and the char force
supervisor (PA-1330 - C60049). The char force is comprised of a total staff of
seven employees. The incumbent handles all required supervision of any
contractors employed by RPO/USIS to carry out building maintenance, repair, or
renovation/relocation work in connection with renovation projects and/or other
purposes requiring contract assistance.
g. Time Required to Perform
Full Range of Duties after entry into Position: One to two years.
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