The U.S. Pharmacopeial Convention (USP) Director, Facilities, Safety and Administration in Hyderabad, India
Brief Job Overview
This position functions as Director Facilities, Safety & Administration in the operations leadership position responsible for strategic planning, managing, and implementing facility, safety and security management of USP India laboratory and office operations. In addition, the incumbent will play a key part in administration, soft services, and act as the administrative manager for USP’s city office operations. A role where proactiveness is everything and is an opportunity to mentor a highly collaborative and diverse facility, safety, administrative and security team. The incumbent in this role is expected to handle local and global facility related activities and in collaboration with Global Facilities will be expected to plan, implement, and manage strategic facility, business continuity and expansions activities of USP.
How will YOU create impact here at USP?
Strategic Facility, Safety and Administrative Management Functions.
Plan, organizes, schedule and directs the design, maintenance, construction, renovation, and repair of USP laboratory set up, administrative set up and city office facilities and equipment. Develop plans and programs that meet present and anticipated laboratory and administrative space and facility requirements. Monitor and inspect all buildings and equipment to ensure that utility systems are operational and that preventive maintenance schedules are being followed. Prepare cost estimates for building renovations or space allocations. Evaluate completed work and checks for conformance to specifications.
Establish, develop, and implement office administration strategies and supervising day-to-day operations across multiple locations. Act as the onsite administrative manager and manage day-to-day operations and ensure high quality delivery and facilitation of all office functions and services at USP locations. Ensure the delivery of facility management to the highest standards (meeting rooms, open areas, cafeteria) and identify opportunities to continuously improve all aspects of office operations.
Maintain effective relations with all suppliers and service providers (facility management, procurements, stationery, furniture, insurances, etc.) and keep all office equipment operational and maintained.
Ensure employees health and safety, office transportation and parking management, cafeteria and office supplies, corporate tie-ups and deals. Planning, scheduling, and promoting office events, including meetings, conferences, interviews, orientations, and training sessions.
Prepare and operate within departmental budgets through effective controls and well managed schedules.
Establish and implement a strong communication workflow with internal and external stakeholders to ensure seamless integration of facilities team with the laboratory and other site operations teams of USP.
Operational Facility, Safety and Administrative functions.
Ensure smooth day to day operations, break down and preventive maintenance of all the utility equipment Viz. Chillers, Cooling towers, water systems, HVAC, DGs,ACs, lBMS,Fire hydrant system, Fire detectors etc. and guide the team to achieve an optimal results. Ensure all support services to all the Laboratories are provided without any hindrance. Guide the team on day-to-day energy consumption monitoring. Guide the team on day-to-day water and other consumables consumption monitoring. Ensure effective Spare parts planning and inventory management. Handling of all the AMCs and maintaining schedules as per the AMCs. Handling of any new or modification projects. Capex and Opex preparations. SOPs review and sign off. Lead the team on any new process improvement projects and ensure end to end completion. Technical and commercial discussion of all the projects / material. Technical guidance to the team members on a need basis. Ensuring all AMCs are negotiated and signed off before the due date.
Environment, Health & Safety:
Leads the development and execution of health & safety, environmental management and strategy for the organization. Drives the establishment of objectives, plans, standards, global procedures and policies ensuring successful implementation and integration of EHS systems at laboratories, offices and administrative areas; determines project timelines with overview of budgets and business workflows.
Monitor and evaluate programs and procedures for all facilities that enhance EHS awareness and compliance with state and country regulations as well as corporate guidelines and policies. Coordinate and lead site safety team in respect of environmental audits, assessments and industrial hygiene surveys to ensure compliance with regulatory standards and best practices, as well as established corporate procedures and requirements. Guide the safety team to review all incident investigations and reports. Ensure root causes are determined. Develop and share effective actions to prevent reoccurrence at all USP locations.
Staff transport: Monitor staff transport services. Get involved in the transport committee meetings, understand the concerns and resolve them. Keep a track of vehicle running per month and cap the overall monthly mileage. Review contracts and renew them by the due date. Keep track of the vehicle condition, driver behavior, staff safety and conduct trainings by the EHS manager of transport supervisor. Front office management: Ensure professional, polite, disciplined front office management. Guide front office executive on the importance of being a polite receptionist. Guide the executive on an effective usage of stationery. Help him/her on the contracts of courier etc. Canteen facility: Conduct food committee meetings. Keep a tab on the food quality and hygiene by collecting feed backs from the employees. Conduct regular meetings with the vendor to keep brushing him up on the quality of the services. Housekeeping: Help the Admin manager to develop more effective housekeeping protocols & schedules. Ensure periodic checking of the protocols and schedules. Have proper control over inventory of housekeeping material.
Ensure security and EHS managers conduct trainings on regular basis on ERP & the security aspects. Check for correctness and accuracy of all records and documents pertaining to security. Check the visitor management register maintained by the security. Ensuring all the service agreements are negotiated and signed off before the due date. Act as liaison and mange outside contractors responsible for facility operations
Who USP is Looking For?
The successful candidate will have a demonstrated understanding of our mission, commitment to excellence through inclusive and equitable behaviors and practices, ability to quickly build credibility with stakeholders, along with the following competencies and experience:
Bachelor’s degree in Mechanical/Chemical Engineering.
Knowledge on design of chemistry and biology labs, kilo labs and their requirements like HVAC, electric load calculations, people/material movements, containments (for high potent labs) safety requirements and ability to co-ordinate with design consultants.
Pharma GMP/QMS Exposures and experience in designing and maintenance of different ISO Class of Laboratories for Chemical, Microbiological HVAC & other facility requirements.
Minimum of 8-10 years of experience in a facility management role.
Minimum 5 years of people management experience
Self-motivated, takes initiative and effectively organizes, multi-tasks and prioritizes a wide array of initiatives in a fast-paced environment.
Additional Desired Preferences
Prior experience in pharmaceutical and scientific R&D industry.
Results driven with demonstrated successful outcomes.
Ability and desire to work well with diverse employees and customers in a cooperative and friendly manner.
Ability to handle multiple priorities in a fast-paced environment.
Excellent written and verbal communications skills.
Able to work flexible hours when needed. In addition to normal business hours serves on the Emergency Response Team to provide 24 hour a day, 7 days a week response to emergency alarm calls and can be available on short notice to support requests during unusual hours, especially early or late in the day during the business week.
Yes, a team of 5-10 staff including Sr Manager Facilities, Safety, Manager Administration and Security.
USP provides you with the benefits you need to protect yourself and your family today and tomorrow. From company-paid time off, comprehensive healthcare options to retirement savings, you can have peace of mind that your personal and financial wellbeing is protected.
COVID-19 Vaccination Policy (will apply to the selected candidate(s) hired:
As a condition of employment with the United States Pharmacopeial Convention's (USP) duty to provide and maintain a workplace free of known hazards, all employees and contingent staff hired after July 1st, 2021, must be fully present vaccinated unless a reasonable accommodation is approved. Your recruiter will advise accordingly.
USP is proud to be an equal employment opportunity employer (EEOE) and affirmative action employer. We are committed to creating an inclusive environment in all aspects of our work—from the standards we make to the partnerships and conversations we cultivate. An environment where every employee feels fully empowered and valued irrespective of, but not limited to, personality, race, ethnicity, physical and mental abilities, education, religion, gender identity and expression, life experience, sexual orientation, country of origin, regional differences, work experience, and family status. We are committed to working with and providing reasonable accommodation to individuals with disabilities.
Note: USP does not accept unsolicited resumes from 3rd party recruitment agencies and is not responsible for fees from recruiters or other agencies except under specific written agreement with USP.
Job Category Administrative
Job Type Full-Time