The Facilities and Corporate Services Project Management Officer is responsible for two core mandates:
* The end-to-end delivery of BAU or ad-hoc projects in relation to the Team’s remit, including but not limited to workplace refurbishment and relocation, procurement, and all kinds of control and governance topics; and
* The day-to-day handling of the Facilities and Corporate Services related operations.
The balance of the two core mandates could vary from time to time, depending on the scope of the projects in a specific timeframe and their intensity.
Primary Role Responsibilities
* Project Coordination and Management
* Lead and management projects related to Facilities Corporate Services, responsible for the end-to-end implementation and delivery of allocated projects, ensuring they are delivered on time within scope and within budget. The tasks included but are not limited to, drafting the scope of work, sourcing vendors and suppliers, preparing RFP documentation, preparing tender analysis and recommendations, and assisting with drafting contracts and project schedules.
* Coordinate with internal and external stakeholders to ensure project requirements are clearly defined and met.
* For premises related projects, liaise with the International Corporate Real Estate Team in APAC to align the project plan and execution and the associated procedures are fully aligned with the regional standard. For other process improvement or governance projects, foster a culture of continuous improvement by encouraging team members and other staff members to identify and propose improvements.
* Develop and track KPIs to measure the success of improvement initiatives.
* Identify and manage project risks, escalate to senior management, and develop mitigation plan as needed.
* Independently prepare meeting materials and present project status to Territory Management and other stakeholders
* Procurement
– Procurement Needs within Facilities and Corporate Services Team
* For procurement needs within the Facilities and Corporates Services Team, this role is responsible for overseeing the procurement processes and activities comply with internal policies and controls, covering preparation of tenders, performing scorecard analysis, providing recommendations to management, assisting with the drafting of contracts and the terms and conditions.
* Oversee and manage supplier relationship, including engagement, negotiations, performance evaluations through SLA and KPIs monitoring, and contract management
* Develop a governance structure across vendors for the purpose to monitor cost consumption, identify opportunity for cost savings, and develop long-term rationalisation plans.
* Review supplier contracts on a regular basis and administer the whole processes, including the contract upload and maintenance in the Bank’s internal contract-repository tool.
– Procurement needs of other Departments within the Bank
* For procurement needs outside of the Team, act in an advisory capacity to internal stakeholders/buyers by providing guidance on how to follow the procedures and adherence to the TPRM policy and control framework.
* Collaborate with internal stakeholders/buyers to understand their needs and ensure procurement processes meet business requirements, and to direct the stakeholders/buyers to the Region for further guidance and assistance post initial assessment of the procurement requirements.
* Evaluate and enhance current procurement processes to ensure they are efficient, transparent, and compliant with internal control framework, regulatory requirements and industry best practises.
– Overall TRPM Control and Governance Framework
* Evaluate and enhance existing procurement processes in the Territory to ensure they are efficient, transparent, and compliant with internal governance framework and regulatory requirements, e.g. APRA CPS230.
* Organise and provide training and support to staff members on procurement best practices and internal compliance requirements.
* Insurance
* Responsible for the Territory insurance program from end-to-end, including annual renewals, liaison with the Global Insurance Team and local brokers, arranging certificates of currency, and preparing claims document.
* Respond to Local Compliance on the quarterly insurance assurance certification, as well as any inquiries raised by internal stakeholders and clients in relation to the insurance topic.
* Control and Governance
* Quarterly Territory Safe Desk Patrols – In charge of the patrols after normal business hours by planning, coordination, execution, and reporting of findings for Territory Management and the Region.
* Annual Fixed Asset Stocktake – In charge of the annual physical stocktake for non I.T fixed assets, update the Bank’s fixed asset register and liaising with Local Finance to ensure items are accurately booked in the general ledgers.
* TPRM Governance Framework – Ensure KYS and procurement controls are strictly followed in tendering and/or procurement of new services or office items and/or supplies.
* Procedure Documentation, Inventory Management and Review – Oversees the inventory of the Facilities and Corporate Services Team’s inventory of procedures, and to diarize the appropriate timeline for review and update by collaborating with the Team, and to review the documents afterwards. Keep track of updates and refer to Global and/or APAC policies and procedures in relation to the Team’s functions, ensuring the appropriate elements are incorporated into the local procedures.
* Coordinate Contribution to Regular Control Assessment and IG Audit – At times of periodic control, independent assessment or IG audit, contribute to the requirements by coordinating within the Team and/or other contributors to collate the requested information.
* Steerco Coordination – Assist with the Team’s governance forums by collating information and preparing the meeting materials, including but not limited to quarterly Premises Steering Committee, and quarterly Work Health and Safety Committee.
* Financial Reporting
* Create and generate various reporting in relation to functions and operations undertaken by the team for the purpose of providing management oversight, for instance, cab-charge expense report, travel statistics, stationary consumption, vendor spend report, etc.
* Day to Day Team Support
* Perform business-as-usual duties and assist with corporate services tasks and during staff leave and when the intensity of project work is low, as directed by the Head of the Team.
* Other Contributions
* Observe the general office condition and to proactively report conditions and employee feedbacks to the Team and management with the aim of providing quality corporate services and continuous improvement.
* This position may require occasional evening and weekend work to cope with certain tasks and/or project deadlines.
* The role may involve occasional travel to various other locations or sites.
What is required for you to succeed?
* Tertiary qualification in Business Administration, Facilities Management, Supple Chain Management, or a related field.
* Minimum of 3-5 years of experience in procurement or outsourcing, project management, or facilities management
* Strong knowledge of procurement processes, policies and governance
* Proven experience in driving continuous improvement initiatives
* Solid project management skills, with the ability to manage multiple projects simultaneously
* Strong analytical and problem-solving skills
* Excellent communication and interpersonal skills
* Proficiency in Microsoft Office Suite especially Excel and Powerpoint
About BNP PARIBAS
As the leading European Union bank, and one of the world’s largest financial institutions with an uninterrupted presence in the region since 1860, BNP Paribas offers a wide range of financial services for corporate, institutional and private investors spanning corporate and institutional banking, wealth management, asset management and insurance.
We passionately embrace diversity and are committed to fostering an inclusive workplace where all employees are valued and encourage applicants of all backgrounds, including diversity of origin, age, gender, sexual orientation, gender identity, religion applicants who may be living with a disability. We have a number of internal employee networks in place to empower our staff to act and challenge the status quo.
BNP Paribas PRIDE is highly active in favour of the LGBTQIA+ community
BNP Paribas MixCity which fosters better representation of women at all levels of the organization
Ability, the mutual aid network for employees with a disability or a disabling or chronic illness
BNP Paribas CulturAll which celebrates diverse backgrounds
BNP is committed to financing a carbon-neutral economy by 2050. The Group is a founding member of the Net-Zero Banking Alliance and has set up its own Low Carbon Transition Group to support its clients through their energy transitions.
If you require any reasonable adjustments during the recruitment process, please feel free to reach out to us at au.nz.recruitment@asia.bnpparibas.com or 9221 3026
[1] https://careers.apac.bnpparibas/
More information
[2] BNP Paribas – Diversity & Inclusion Journey
[3] BNP Paribas – The Bank Of Green Changes
Award Obtained
BNPP has won Top employer Europe award in a 10th consecutive year