JOB DESCRIPTION
JOB TITLE:
GRADE:
DEPT/TEAM:
REPORTING TO:
Project Officer – Refurb 2010
Officer
Business/Facilities
Facilities Manager
PURPOSE OF JOB:
To work with The Facilities Manager to achieve the refurbishment and refit of the 1 st floor at 89 Albert
Embankment, and to coordinate and manage Comic Relief’s move from the 5 th floor.
Co-ordinating the 2010 Refurb project in partnership with the external project managers and Facilities Manager
with a view to:
1.
Maintaining effective communication and reporting mechanisms for the project, including site meetings
with contractors, the communication of plans and drawings and internal updates for CR staff.
2.
Monitoring project budgets and resources from CR’s point of view, identifying gaps or surplus, controlling
costs when necessary.
3.
During the build, work with all contractors to ensure good relationships are maintained, especially with
building management, CR staff and our key long term external partners.
4.
Plan for the development and installation of Comic Relief’s extra services - that do not fall within the main
scope of works- extension to security systems for example.
5.
Ensuring that any contractors CR is directly responsible for (not the under the control of the contract
administrator), produce permits to work, method statements, insurance documentation and risk
assessments.
6.
Problem solving to ensure that the project is running effectively, adapting to unforeseen problems and
making the most of unexpected opportunities, thus reducing any negative impact on the final product.
Escalating to the Facilities Manager where necessary.
7.
Planning and coordinating the breakdown of our 5 th floor operation with a view to its relocation. Doing this
in the least disruptive way for CR and its ongoing campaign work, recycling and reusing kit whenever
possible.
8.
To coordinate the storage and archiving the project generates and ensuring best practice is adhered to in
terms of record keeping and data management.
9.
Alongside the Operations Department, ensuring the best possible business continuity for the organisation is
maintained and that the move does not leave our systems or belongings unnecessarily vulnerable.
10. Contribute to our philosophy of The Comic Relief Promise and actively participate in the Gifts in Kind
programme
PERSON SPECIFICATION FOR: Project Officer – Refurb 2010
EXPERIENCE
Experience of working on office refurbishments or
moves, with responsibility for co-ordinating
elements of the project
Experience of supervising staff and/or contractors
Experience of procurement of a wide range of
facilities management and support services
Experience of managing third party contracts –
including monitoring SLAs and KPIs
JOB SKILLS
Project Management
People Management
Budget Management
Problem Solving
Communication Skills - Oral
Communication Skills - Written
IT literacy in MS Windows and MS Office
Managing Top Level Relationships
Motivating Contacts
Operational Risk Management
Personal effectiveness
Grade: Officer
WHY
To be able to manage the project with expertise
IMPORTANCE
Essential
App
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To be able to effectively manage contractors during
this project
To be able to manage the tender and contract
management processes
Needs to manage third parties to deliver all aspects of
the project
WHY
Understands and applies Comic Relief’s
methodology to the management and administration
of projects.
To be able to supervise contractors and external
suppliers with confidence and care
Must take responsibility for monitoring project
budgets
Needs to identify problems as soon as they arise
and can find creative and practical solutions to
solve them
Needs to be an assertive, tactful and persuasive
communicator
Needs to provide high quality documents for
internal and external consumption
Must be able to create and edit documents using
Word and Excel, and to store and retrieve them on
the network. Is able to use e-mail, an electronic
calendar and the Internet effectively.
To be able to manage relationships with staff and
managers at all levels within CR and with external
contractors to ensure the smooth delivery of the
project
Understands Comic Relief’s mission and values
and is able to use them to negotiate the best rates
with external suppliers
Identifies and assesses the risks associated with
the project, and takes steps to manage or escalate
them.
Is self-aware, able to empathise and adapt to the
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KNOWLEDGE
In depth working knowledge of Health & Safety,
risk assessments and statutory compliance
Understanding of IT operational delivery
An understanding of Diversity
Some knowledge of the issues funded by Comic
Relief
OTHER REQUIREMENTS
Prepared to work outside of contracted hours in
exceptional circumstances
needs of others, can maintain motivation and
manage stress.
WHY
To ensure that all risks are identified, planned for and
managed throughout the project
To be able to work with CR IT Operations team to
plan infrastructure for new space
In order to promote Diversity throughout the
organisation
To make a persuasive argument in support of the
work we do.
WHY
During the project there will be times when some
non-standard hours need to be worked to deliver
aspects of the project
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