FACILITY MANAGER

JOB SUMMARY

The Facility Manager is responsible for overseeing the efficient operation and maintenance of a facility or buildings, ensuring that it meets the needs of its occupants while adhering to safety, regulatory, and budgetary requirements. This role involves managing a range of tasks related to facility infrastructure, systems, and services.

DUTIES AND RESPONSIBILITIES

• Ensuring the institution meets health, safety and environmentally required standards and complies with all local, county, and national legislation.
• Managing and overseeing building maintenance, renovations, and repairs. You will be in charge of managing building maintenance, renovation projects and repairs of damages by directing landscaping design and activities, managing crews/staff for renovations or new building projects, and scheduling/ following up on repairs and maintenance of building structures and electrical, plumbing, vehicle maintenance, equipment, grounds, housekeeping and other systems.
• Inspecting buildings’ structures to determine the need for repairs or renovations on a weekly basis and sharing maintenance plan with the Directors/DOA
• Reviewing utilities consumption and striving to minimize costs where applicable.
• Supervising all facilities staff (Housekeepers, drivers, guards, technicians, groundskeepers, etc.) and external contractors. Developing work plans for the department and assigning staff duties regularly.
• Organizing department’s regular meetings to review work plans and any other duties assigned and sharing the minutes of such meetings with the Director/Directors.
• Helping to ensure that procurement/delivery/storage processes adhere to the written procurement policies and contract management procedures of the institution during all ongoing building projects (although procurement and stores staff will take primary responsibility for these functions).
• Providing oversight of all projects in order to promote maximum accountability for resources, best practices, etc.
• Providing regular updates of construction projects undertaken by the institution to the DOA. These updates will include but not limited to;
• Financial position of the project (weekly) against the funds allocated.
• Progress of the project viz-a-viz the approved critical path.
• Weekly reports on the oversight of manpower resources (unskilled vs. skilled labor).
• Providing oversight of the institution’s 24-hour security systems and protocols and issuing reports to the Director/Directors on violations of any protocols which could cause security threats to the institution.
• Providing oversight of management of the institution’s utilities, communications and IT infrastructure and reporting any incidences accordingly in line with the policies set.
• Developing strategic plans to ensure space, facilities and infrastructural needs are met effectively.
• Implementing and coordinating the waste disposal plan for the institution in accordance with government regulations.
• Ensuring compliance with government regulations and laws on any construction projects, building regulations, transport vehicle regulations, etc. and advising the management accordingly about any changes to such regulations.
• Supervising all aspects of facilities-related contractual work the institution is to be engaged in. This is to ensure that contract agreements entered into by the organization will be equitable, beneficial to the organization, properly executed by both parties, and legally binding. The DOA should approve all contracts before they are signed and before any work is begun.
• Managing facilities department’s budgets. You will be in charge of creating and managing the budgets for the department which includes building maintenance and other related activities. You will develop budgets for supplies, personnel, contractors, and other facility needs by ensuring that all operating costs fall within a structured budget for every 4-month period. These budgets must be periodically reviewed with senior management before implementation.
• Participating in appropriate committees with periodic reports, evaluation and updates on areas under management.
• Management of staff and children’s official transport requirements and logistics
• Acquisition and maintenance of support vehicles for the ministry.
• Preparation of project and equipment cost estimates, bills of quantity etc.
• Overseeing the training and development of departmental staff with appropriate skills for efficient service delivery.
• Assisting in the investigation of, acquisition, development and maintenance of land, utilities and other necessary infrastructural requirements for the ministry.
• Reporting to the Director about the progress of the department.
• Conducting performance evaluations for the facility department staff under the guidance of the Director and the HR.
• Preparing and submitting daily progress reports on time to the Directors through the DOA as required.
• Overseeing contractors involved in facility projects and delivery of services in a timely manner.
• Ensuring building operations comply with all Kenyan Government laws and regulations.
• Creating functional strategies and specific objectives for the department by developing policies/procedures to support the functional infrastructure of the institution.
• Any other duties assigned immediate supervisor from time to time.

KEY REQUIREMENT SKILLS AND QUALIFICATION

• Bachelor's degree in Facilities Management, Engineering, Business Administration, or related field
• Minimum of 5-7 years of experience in facility management or related field.
• Strong knowledge of facility operations, maintenance best practices, and regulatory requirements.
• Excellent leadership, communication, and interpersonal skills.
• Proven ability to manage resources, budgets, and personnel effectively.
• Proficiency in Microsoft Office Suite and facility management software (e.g., CMMS).
• Relevant professional certifications (e.g., CFM (Certified Facility Manager), FMP (Facility Management Professional) , LEED( Leadership in Energy and Environmental Design) are a plus.

HOW TO APPLY

• If you meet the above qualifications, skills and experience press the Apply button.
• Interviews will be carried out on a rolling basis until the position is filled.
• Only the shortlisted candidates will be contacted.

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