Foreign Service Facility Manager (FP 6217)

Clarification from the agency

Must be a U.S. citizen. Candidates should read the entire announcement to ensure they meet all requirements. Candidates may reapply one year after their most recent application submission for the same position. Candidates may not apply if a State Department Suitability Review Panel denied suitability in the last two years for any position, (except if the denial was for a DS Special Agent (SA) candidate whose denial was based solely on the unique requirements for SAs).

Facility Managers (FMs) are the Department's professional experts in facilities, technical operations, and building management at U.S. diplomatic missions worldwide. Assigned to more than 200 locations, FMs support the Bureau of Overseas Buildings Operations (OBO) mission to provide effective facilities for U.S. diplomacy abroad. FMs deliver a comprehensive range of building services, manage critical systems and infrastructure, and oversee operations in both official and residential properties to U.S. industry standards. FMs are key members of embassy and consulate management teams and lead large, diverse teams of engineers, technicians, and tradespersons. FMs may also serve as Regional Facility Managers, providing expertise and oversight across multiple posts.

The duties of this position include:

Facility Operation and Maintenance and Asset Management

• Coordinate all facility management activities, supervising American and Locally Employed professional, technical, and trade staff with a variety of skill levels and backgrounds.
• Oversee the operation, maintenance, repair, scheduling, and modification of physical plants, structures, and grounds.
• Develop and implement comprehensive preventative maintenance and repair programs, including resource estimates and schedules. Ensure the ongoing maintenance of physical security systems.
• Initiate and support contract development, draft scopes of work, and oversee contractor performance. Serve as the Contracting Officer Representative (COR) for facility-related contracts.
• Establish maintenance policies, determine facility condition indexes, and conduct annual facility condition and inspection surveys.
• Manage energy resources by monitoring and optimizing post energy usage. Ensure the continuous availability of utilities.
• Maintain accurate real property inventories and ensure the computerized maintenance management system is up to date. Monitor and report on performance metrics.
• Oversee building automation systems, including complex HVAC systems, and monitor load management for chillers and generators.

Management of the Facility Management Office and Strategic Planning

• Lead long-range facility management planning, maintain the post's mission requirements/master plan, establish performance goals and objectives, and analyze and advocate for necessary resources.
• Manage project development, including the design and supervision of construction activities.
• Develop and manage the facility budget, allocate funds, and manage sustainment, restoration, and modernization expenditures. Prepare written reports and deliver briefings.
• Manage customer service operations, monitor performance standards, implement quality control procedures, and oversee customer satisfaction surveys. Provide support to tenants from other agencies.
• Track and report on the effectiveness of FM programs using key performance metrics, ensuring efficient use of maintenance funds and assets.
• Supervise staff, develop staffing plans, draft position requests and descriptions, train and mentor team members, prepare employee evaluations, and participate in hiring and separating of staff.
• Contribute to real estate decisions, including space planning and management.

Safety Management

• Serve as the safety officer, overseeing safety training and promoting safe work practices across all facility operations.
• Report, review, and investigate workplace incidents and mishaps to identify root causes and implement corrective actions.
• Manage a comprehensive fire prevention program and conduct safety certifications for leased properties.
• Support emergency preparedness by developing and maintaining emergency contingency plans.
• Ensure compliance with Centers for Disease Control and Environmental Protection Agency cleaning and disinfecting guidelines.
• Oversee testing of post water and ambient air quality and manage environmental controls, abatement activities, and proper handling of HAZMAT.

FMs are considered essential personnel and are on call to provide services 24 hours a day, seven days a week.

Conditions of employment

• Be a U.S. citizen and accept assignments based on the needs of the FS.*
• Be able to obtain/maintain a Top Secret Security Clearance.
• Be able to the minimum medical qualification standard.
• Be able to obtain a favorable Suitability Review Panel determination.**
• Be at least 20 years old at application and 21 years old to be appointed.
• Be appointed prior to age 60 (preference eligible veterans excepted).***

A Foreign Service Facility Manager (FM) in the Bureau of Overseas Buildings Operations (OBO) manages the operations and maintenance of the Department of State's real property assets abroad.

A Facility Manager must adhere to the highest standards of integrity, dependability, attention to detail, teamwork, and cooperation while accepting the need to travel, to live overseas, and when necessary, to live away from family.

Qualifications

Specialized Experience demonstrates that a candidate has and can apply a combination of specific knowledge, skills, and abilities relevant to this Foreign Service position. Candidates must have gained required Specialized Experience within the last 10 years. For the minimum years of Specialized Experience required relative to education level, see the Education Requirements section. To qualify as Specialized Experience, the experience must reflect a combination of the components listed below and comprise at least 60 percent of the candidate's work duties. Hiring officials will prorate part-time experience.

Facility Management

• Manage facility operations/maintenance activities for commercial office buildings, residential apartment buildings, and/or portfolios of multiple properties, including grounds
• Plan/prioritize maintenance activities
• Develop/oversee preventive and corrective maintenance and repair programs

Project Management

• Initiate, plan, execute, and monitor construction, renovation, rehabilitation, and/or maintenance and repair projects

Contract Management

• Draft scopes of work and technical specifications
• Manage contracts throughout their lifecycle
• Monitor/document contractor performance

Supervision and Human Resources Management

• Supervise/lead teams of three or more staff in facility management, facility engineering, general engineering, architectural design, construction, or project management
• Assign work, set goals, and manage performance
• Justify position requests and write position descriptions
• Hire, train, and evaluate staff

Resource Management

• Advocate for financial/other resources
• Prepare budget estimates/spending plans
• Manage budgets and track execution

Management and Technical Expertise

• Apply technical and engineering operations and facility management best practices
• Use working knowledge of building systems and equipment, including Building Automation Systems (BAS)
• Manage projects that require specialized knowledge of engineering drawings and design
• Apply safety, physical security, and environmental safety and health practices and procedures
• Use Computerized Maintenance Management Systems (CMMS) and project management software

Knowledge, Skills, and Abilities

The Department conducts extensive job analysis research to identify the Knowledge, Skills, and Abilities (KSAs) and other attributes that lead to successful performance in this position. Hiring officials will evaluate each candidate's education, work experience, and other qualifications against these KSA-based criteria.

Knowledge

• Facility maintenance management planning
• Safety and physical security practices and procedures
• Environmental safety and health practices and procedures
• Acquisition and contracting procedures, including service contracts, contractor performance, and statements of work
• Basic facility accounting
• Computer applications relevant to facility management
• Facility management fundamentals
• Physical plant operations and technical systems
• Building structures and grounds
• Architectural and engineering drawings and facility condition inspections
• EEO policies
• Construction methods
• Human resource policies
• Building codes
• Facility warranty processes
• Machines and tools used in facility operations
• Cost analysis
• Principles and methods of real property inventory
• Familiarity with design applications such as CAD is desirable

Specialized Skills

• Adaptability and resilience
• Leadership
• Interpersonal relationships and active listening
• Project and time management
• Working effectively with people from diverse backgrounds
• Motivating employees and others
• Managing laterally and upward
• Resource management
• Building and sustaining professional relationships
• Critical thinking and risk analysis
• Leading a multinational workforce
• Self-development
• Formulating cost and planning estimates
• Evaluating and interviewing personnel
• Using current computer technology
• Writing statements of work
• Interpreting and working with architectural and engineering drawings
• Managing installations
• Analyzing data
• Negotiating with internal and external stakeholders
• Following established safety regulations related to construction and renovation practices
• Interpreting building code compliance
• Reading and interpreting schematic diagrams

General Skills

• Persuasion and negotiation
• Mathematics
• Monitoring and evaluating processes and performance
• Social perceptiveness and coordination with others
• Service orientation
• Managing financial, material, and personnel resources
• Learning strategies and active learning
• Instructing and training others
• Operations analysis and systems analysis
• Judgment and decision-making
• Systems evaluation and quality control analysis
• Operation monitoring and control
• Troubleshooting and installation
• Equipment maintenance and selection
• Applying science, technology, and design
• Repairing equipment and systems
• Customer service

Communication Skills

Candidates must demonstrate superior oral and written communication skills in English. Successful candidates consistently:

• Organize written work clearly and logically
• Use correct grammar, spelling, and punctuation
• Structure spoken communication effectively
• Deliver messages clearly, succinctly, and with a professional presence
• Speak clearly and concisely so colleagues, contractors, and stakeholders understand, including when briefing groups
• Communicate effectively even in noisy, operational, or otherwise distracting environments (e.g., construction sites, mechanical rooms, and work sites)
• Communicate effectively with individuals from varying backgrounds and levels of technical expertise

Tolerance for an International Career

Candidates must demonstrate a strong tolerance for and commitment to an international career, including:

• Accept assignments based on the needs of the Foreign Service
• Undertake frequent global travel
• Travel or work without family at hardship posts, during crises, or in support of mission-critical needs

Essential Physical Requirements

Some of the essential functions of the Facility Management position have a physically demanding component. Candidates must be able to perform the essential duties of the position with or without reasonable accommodation. This position requires the ability to:

Mental and Physical Endurance

• Maintain focus and attention for extended periods
• Work long or irregular hours as mission needs require
• Perform repetitive movements over sustained periods
• Stand for extended periods
• Take frequent or extended trips by plane, train, or car

Communication

• Speak and write clearly so staff, colleagues, contractors, and stakeholders understand, including when addressing groups
• Communicate effectively in sometimes noisy or distracting environments
• Communicate effectively with individuals from varying backgrounds and levels of technical expertise

Mobility and Access

• Walk moderate distances over varied surfaces
• Climb stairs and access a range of workstations and vehicles
• Climb stairs, ladders, and other inclines safely
• Crawl under, around, or over objects when required by the work
• Work in confined areas such as crawl spaces, attics, utility pits, tunnels, manholes, and other confined spaces

Strength, Flexibility, and Dexterity

• Lift, push, pull, carry, and balance items as required by the position
• Climb ladders, sometimes while carrying light to moderate loads
• Bend, stretch, stoop, twist, and reach to access equipment and work areas
• Use hands and fingers to manipulate small objects, tools, and controls. Lift and maneuver equipment weighing up to 50 pounds
• Work from heights such as rooftops, ledges, and scaffolding, including climbing extension ladders and scaffolding

Vision and Hearing

• See objects at near and far distances, and when required, in low-light or nighttime conditions
• Hear speech and other sounds clearly, including low-volume sounds or sounds in noisy environments, to perform duties safely

Environmental Conditions

• Tolerate exposure to heat, cold, noise, dust, or pollution while performing job duties

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

The Department of State will evaluate candidates on their total background including experience, education, awards, training, and self-development as it relates to the position. The Department of State will select only from among candidates possessing the best qualifications for this position. Part-time work experience will be prorated.

The Department of State prohibits candidates from plagiarizing any portion of their employment application materials, including responses to questions in which candidates must provide a narrative response. Candidates must create their own responses originally and not copy or adapt them from other sources. The Department analyzes candidate submissions for plagiarism and will discontinue any individual's candidacy if found to have violated this plagiarism policy.

While the Department of State encourages candidates to create their narratives with great care, including correct use of grammar and style, candidates are prohibited from using any artificial intelligence (AI) tool, including but not limited to ChatGPT, to aid in their written responses. The Department will discontinue any individual's candidacy if found to have violated this prohibition on use of AI tools in the application process.

The Department of State reserves the right to cancel and/or disqualify any application or to withhold test results when, in its judgment, a testing irregularity occurs. Testing irregularities include, but are not limited to, candidate misconduct, plagiarism as mentioned above, and/or misrepresentation of material fact, including in narrative descriptions of accomplishments. The Department may verify content provided by candidates by contacting references. It also conducts extensive background checks of work and education history of candidates offered employment.

You may preview questions for this vacancy.

When requested, candidates with qualifying scores must submit the following documentation to demonstrate they possess the educational level and specialized skills required for this position. Candidates should add @state.gov as a trusted sender. Neither the Department of State nor Pearson VUE is responsible for the failure of a candidate's internet service provider to deliver email messages.

PDF documents are required. The Department of State will terminate the candidacy if the required documents do not meet the requirements below or if the application process is incomplete.

1.     Resume that clearly outlines the dates of employment and specifies all relevant experience for the position, including at least 10 years of work history.

2.     Education Documents: Official/unofficial college/university transcripts are accepted. University diplomas are not accepted in lieu of transcripts.

All documents must comply with the following requirements to be accepted:

o    Be in PDF format. The Department will reject other formats.

o    Be an attachment. The Department will reject documents sent via link, secured message, or in any other non-attachment format, or sent directly from credential evaluation services.

o    Be complete with no missing pages.

o    Be legible.

o    Transcripts must include the candidate's full name, the school's name, and the degree and date awarded/conferred. Candidates with a name change should submit an official document reflecting the change.

o    All foreign education transcripts must adhere to additional requirements. See Foreign Education Information in the Education Requirements section.

3.     Veterans' Preference Documentation for candidates aged 60 to 64. If claiming Veterans' Preference, a copy of the candidate's DD-214 "Certificate of Release or Discharge from Active Duty" — which must include the candidate's Character of Service — must be submitted with the application. If claiming a 10-point Veterans' Preference, the candidate's VA letter and SF-15 must be submitted in addition to the DD-214. A certification from the armed forces is required only if a veteran has not yet received their DD-214. It must confirm that the service member is expected to be discharged under honorable conditions within 120 days and include service dates, expected discharge date, character of service, and any applicable disability rating.

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