Job Summary
The role is responsible for the efficient management of property, maintenance and security unit of the group. This entails the day to day management of the Group’s physical assets, security issues and carrying out of special projects.
Minimum Qualification:Bachelor
Experience Level:Mid level
Experience Length:3 years
Job Description/Requirements
Reports to: TBA
Direct Reports:Administration Officer
Department:Administration
Location:Kenya
Band:Band F
2. JOB PURPOSE:
The role is responsible for the efficient management of property, maintenance and security unit of the group. This entails the day to day management of the Group’s physical assets, security issues and carrying out of special projects.
The role will provide effective leadership to the administration team by taking responsibility for strategy, staff management, key stakeholder and business relationships, financial and project management.
3. JOB DIMENSIONS:
Number of Staff Supervised:
Direct Reports:1 Administration Officer & MEP Technician
Total:2
Financial Dimensions:NA
4. KEY ACCOUNTABILITIES:Specify the output required from the job. Identify not more than 7 Key Accountabilities & their performance indicators. NB-Focus on outcomes not tasks
Description of the Accountability
• The efficient and cost-effective management of all our client’s spaces and facilities.
• The management of an effective and responsive support unit that embraces an “efficiency” concept that ensures all client requests are actioned to a high level of service.
• Designing, planning, managing and maintaining all areas of our clients Assets to an agreed standard that is conducive to excellence in learning and teaching.
• Responsibility for financial management of the facilities annual operating budget including compliance with financial delegations;
• Manage major and minor building projects including management of budgets so that projects are delivered within budget and provide management with early warning of any potential budget overruns so that risk can be managed and mitigated.
• Ensure that all statutory & legislative requirements are met.
• Directing, supervising and planning essential central services such as waste disposal, sanitary facilities and cleaning.
• Ensure programs exist for preventive, ongoing and anticipated maintenance for all equipment (Generators and water pumps) and assets.
• Ensuring that the premises development plans achieve ongoing improvement to occupancy rates and achieve best and most optimal usage of space available.
• General Insurances Administration in alignment with Kenyan Law
• Provision of common services e.g. Water and Electricity
• Coordination of repairs and maintenance to the building, alarms, generator and security provisions in the office buildings.
• Design and implementation of work place Safety Policy.
• Maintenance of assigned vehicles at the set standards.
• Supervision of Company Drivers, conduct driving tests to ascertain they are fit to drive company vehicles.
• Ensure Business Recovery and Continuity for all our client’s physical facilities.
• Ensure that all members of the administration team have up to date job descriptions and that effective use is made of the performance management system including setting of goals and objectives and carrying out regular performance reviews.
5. JOB CONTEXT:Define organizational policy and other factors that have a critical impact on the job
Our client wishes to maintain and enhance the organization's administration function that will fundamentally maintain its facilities across the group. The function of the Facilities & Maintenance Officer will provide effective leadership to the administration team by taking responsibility for strategy, staff management, key stakeholder and business relationships, financial and project management.
6. QUALIFICATIONS, EXPERIENCE, & SKILLS:
Minimum Qualifications and Knowledge
• Bachelor’s Degree in Land Economics, Engineering or building related field, and preferably a member of a relevant professional institute.
Minimum Experience:
• Recent proven experience in managing a facilities team preferably in a large service organization.
• Knowledge in managing building contracts from the preparation of specifications to the completion of the work.
Job-Specific Skills:
• An unwavering commitment to superior customer service.
• The ability to proactively recognize and respond to the differing needs of other individuals and groups.
• The ability to contribute to the long-term financial planning and results, including controlling costs and managing budgets for own cost centre.
• Excellent oral and written communication skills, ability to integrate information from a variety of sources and Leadership skills.
• Excellent analytical and problem solving skills and ability to adapt or change to new situations.
Behavioural Competencies :
• Accountable for devising, planning and delivering a number of complex tactical initiatives in line with a financial, operational and strategic business plan.
• Handle complex projects, allocate time resources as required. Have budgetary control and deliver within time and financial targets.
• Guide, motivate and develop a team of people to deliver results and improve team performance.
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