Deputy Head of Facilities and Logistics Department

As the Deputy Head of the Facilities and Logistics Department, you will be based at the ESO's Vitacura Campus in Santiago de Chile (Chile) but share responsibilities with the Headquarters in Garching near Munich (Germany). The department has two overarching responsibilities, to run the buildings in the Vitacura and Garching campus, as to enable the organization to work in an efficient and fruitful way; and to facilitate the transport of goods from and to all ESO sites. Other responsibilities include the removal of international staff, managing ESO accommodation in Garching and Santiago, and managing a Warehouse on both sites. The department strives to achieve this through sustainable and cost-effective solutions while delivering efficient service and high-quality advice. It ensures that general maintenance services for buildings and infrastructure are maintained at the appropriate level and is also responsible for construction activities at the Garching and Santiago sites. Furthermore, the department is in charge of organising the logistics activities of the Organisation which - in the current construction phase of the ELT - includes a significant number of almost regular shipments from Europe to Chile.

Main Duties and Responsibilities:

• Providing oversight of Facilities Management functions at ESO Headquarters in Garching and the Vitacura Campus in Santiago, which involves managing building activities, infrastructure operations, and maintenance with a focus on Mechanical and Electricity (M&E) plant and equipment.
• Provide oversight of the Logistics functions at ESO Headquarters in Garching and the Vitacura Campus in Santiago, which involves managing the regular requests between both sites but also the requests from and to either site, including the ones related to the construction of new projects in Chile, such as the Extremely Large Telescope.
• Administering the department's budget in their area of responsibility by planning, assessing project needs, determining budget allocations, and ensuring adequacy of funding.
• Planning and overseeing all construction work activities in the M&E area and serving as the point of contact for external planners.
• Allocating work to staff members supervised by them and as required, ensuring a balanced distribution of the workload and optimal utilisation of resources.
• Supporting the oversight of external contractor services, which encompass technical maintenance, logistics, and transport activities.
• Support the department head in leading and managing the Facility and Logistics Department and its staff, including training and development initiatives.
• Support the transition of work processes and information to a digital environment, while guaranteeing full operability and integration with the remaining activities of the Department team.
• By fulfilling these responsibilities, you will effectively maintain the M&E infrastructures, provide efficient services to our users, and offer valuable guidance while managing a competent team in multiple locations.

Reports to:

Head of Department of Facilities and Logistics

Key Competences and Experience:

Essential Competences and Experience

• Extensive experience in the field of Facility Management (min. five years), specifically with a background as a Mechanical Engineer working with Mechanical & Electrical systems. This experience should showcase a comprehensive understanding of managing these infrastructures effectively, demonstrating a strong understanding of standard Facility Management processes and procedures.
• Proven track record (min. three years) in successfully leading and managing functional teams. This includes the ability to motivate and guide team members towards achieving common goals.
• Desire and ability to balance hands-on work with management responsibilities. The candidate should be comfortable getting involved in practical tasks while also overseeing the strategic aspects of facility management and logistics.
• Excellent analytical and problem-solving skills, enabling the candidate to identify and resolve complex issues related to facility management and logistics effectively.
• Strong organisational and coordination skills to manage a high workload efficiently. The candidate should have the ability to prioritize tasks, allocate resources effectively, and ensure smooth workflows within its teams.
• Ability to make informed evaluations, recommendations, and decisions considering technical considerations, budgetary constraints, and organisational requirements.
• Proficiency in IT tools in the area of Facility Management such as a CAFM or IWMS software, both during transition between software solutions and/or implementation of a new software.
• Excellent communication skills, both written and verbal, along with exceptional presentation, persuasion, and negotiation abilities.
• Proven ability to build and maintain strong and effective relationships within the Organisation. This includes collaborating with colleagues, stakeholders, and external partners to achieve shared objectives.
• Demonstrated capability to work in diverse and multicultural environments, showcasing adaptability, respect, and effective collaboration with individuals from different cultural backgrounds.
• By possessing these competencies and experiences, the candidate will be well-equipped to lead the areas of M&E and Logistics and the teams that work in each area. They will be able to ensure the effective management of M&E equipment, provide high-quality service and comfort to our users, and contribute to the successful handover of goods and equipment through a well-run logistics operation.

Desirable Competences and Experience

• Experience in the creation and implementation of best practice logistics vision, strategy, policies, processes and procedures to aid and improve operational performance.
• Knowledge of working in a logistics and transportation function with a comprehensive knowledge of logistics processes and procedures would be advantageous.

Qualifications:

University degree in Mechanical or Industrial engineering or equivalent discipline.

Language skills:

An excellent command of the English language - oral, reading and writing - is essential. A working knowledge of German and Spanish would be an advantage.

Remuneration and Contract:

We offer an attractive remuneration package including a competitive salary (tax free), comprehensive pension scheme and medical, educational and other social benefits, as well as financial help in relocating your family and support to place your child/children in daycare.

Our Salary Structure

ESO's salary structure is based upon a range of career paths which reflect the nature and level of our jobs. Each career path is made up of two or three grades which are used to further reflect experience.

Please follow this attached link for more details https://www.eso.org/public/jobs/conditions/intstaff/salary-structure/

ESO aims to support members of personnel in maintaining a good work-life balance (https://www.eso.org/public/jobs/conditions/intstaff/#work-life-balance) between their professional and private life. ESO is also committed to offering family-friendly support (https://www.eso.org/public/jobs/conditions/intstaff/#family-friendly-support), creating a work environment and policies which allow staff to balance their professional and private responsibilities through flexible working arrangements and financial support for families.

The contract is for a fixed term duration of three years and is subject to successful completion of the probation period. There may be a possibility of extension(s) subject to individual performance and organisational requirements, and as defined in the applicable policies and staff rules and regulations. For any further information, please visit ESO's conditions of employment. Please note that the contract policy and in particular the regulations concerning fixed-term and indefinite contracts are currently under review which may lead to changes in the contractual conditions applicable to this position.

Duty Station:

Santiago, Chile with regular trips to Germany.

Career Path: V

Application:

If you are interested in working in areas of frontline science and technology and in a stimulating international environment, please visit http://www.eso.org for further details.

Applicants are invited to apply online at http://jobs.eso.org/. Applications must be completed in English and should include a motivation letter and CV. Within your CV, please provide the names and contact details of three persons familiar with your work and willing to provide a recommendation letter upon request. Referees will not be contacted without your prior consent.

Deadline for applications is 2 May 2025

Interviews are expected to start soon after this date.

ESO Values

An important element in any successful employment relationship is harmony in values between an organisation and its people.

The ESO Values are:

ESO strives for excellence through innovation.

ESO provides outstanding services to its communities.

ESO fosters diversity & inclusion.

ESO believes in the key role of sustainability for its future.

Achieving the above are recognized as only possible on the basis of personal values and attitudes that we expect from our employees: respect, integrity, accountability, commitment, collaboration, and clear & open communication.

Applicants to any ESO role are asked to reflect on their affinity with these values and advised they may be asked about them if called for interview.

Diversity

ESO has established diversity as an important value of the Organisation, is committed to providing an equal opportunities environment and is actively seeking to promote a diverse, equitable and inclusive workforce. Please visit https://www.eso.org/public/about-eso/sustainability/dei-at-eso/ for further details.

Nationality

No nationality is in principle excluded from employment at ESO, however, recruitment preference will be given to nationals of our Member States, host states and strategic partners: Australia, Austria, Belgium, the Czech Republic, Denmark, Finland, France, Germany, Ireland, Italy, the Netherlands, Poland, Portugal, Spain, Sweden, Switzerland, the United Kingdom and Chile, irrespective of gender, age, disability, sexual orientation, ethnicity or religion.