Director, Facilities, Safety, & Administration

Who is USP

The U.S. Pharmacopeial Convention (USP) is an independent scientific organization that collaborates with the worlds top authorities in health and science to develop quality standards for medicines dietary supplements and food ingredients. USPs fundamental belief that Equity Excellence manifests in our core value of Passion for Quality through our more than 1300 hardworking professionals across twenty global locations to deliver the mission to strengthen the supply of safe quality medicines and supplements worldwide.

At USP we value inclusivity for all. We recognize the importance of building an organizational culture with meaningful opportunities for mentorship and professional growth. From the standards we create the partnerships we build and the conversations we foster we affirm the value of Diversity Equity Inclusion and Belonging in building a world where everyone can be confident of quality in health and healthcare.

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 workan environment where every employee feels fully empowered and valued irrespective of but not limited to 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.

Brief Job Overview

This position functions as Director/Sr 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 USPs 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

In this role at USP you contribute to USPs public health mission of increasing equitable access to highquality safe medicine and improving global health through public standards and related programs. In addition as part of our commitment to our employees Global People and Culture in partnership with the Equity Office regularly invests in the professional development of all people managers. This includes training in inclusive management styles and other competencies necessary to ensure engaged and productive work environments.

• Strategic Facility Safety and Administrative Management Functions.
• Should have the capability to independently set up the goals strategy and tactics pertaining to Facilities Safety Administration and Security operations to facilitate seamless operations of USP site needs for all the units of USP which includes R&D Collaborative Laboratory Biologics Synthetics and ITeS operations.
• 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 daytoday operations across multiple locations. Act as the onsite administrative manager and manage daytoday 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 tieups and deals. Planning scheduling and promoting office events including meetings conferences interviews orientations and training sessions.
• Prepare and operate department capex operational and project budgets and establish effective controls SLAs and reporting 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 Security and Administrative functions.
• Engineering Services: Ensure smooth day to day operations break down and preventive maintenance of all the utility equipment Viz. Chillers Cooling towers water systems HVAC DGsACs lBMSFire 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 daytoday energy consumption monitoring. Guide the team on daytoday 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.
• Security: 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 is USP 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:

• Masters degree in mechanical/chemical engineering and appropriate Facilities Management certifications or accreditations. Candidates having additional qualifications like a masters degree in business administration or any other management grade certification will be preferred.
• Minimum of 1520 years of experience in a facility management role.
• Minimum 15 years of people management experience
• Selfmotivated takes initiative and effectively organizes multitasks and prioritizes a wide array of initiatives in a fastpaced 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 fastpaced 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.

Supervisory Responsibilities

A team of 5 to 10 staff.

Benefits

USP provides the benefits to protect yourself and your family today and tomorrow. From companypaid time off and comprehensive healthcare options to retirement savings you can have peace of mind that your personal and financial wellbeing is protected.

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 specificwritten agreement with USP.

Required Experience:

Director