Facilities Officer at Family Bank Ltd

Job Purpose: Manage full Facilities Scope for the bank

Key Responsibilities:

Governance

• Compliance and cost management for all Maintenance related activities.
• Ensure compliance with all regulatory legislation as applies to facilities management
• Implement and ensure compliance to OSHA Act
• Maintain an audit ready environment for both internal and external audits.
• Plan and coordinate safety inspections as required and ensure implementation of recommended remediation actions
• Carry out regular inspections of the premises, identify defects, and initiate corrective measures
• Ensures that all new business are in line with KYC and CTF laws and regulations and customer information is regularly updated.

Facilities Management Financials

• Minimize expenditures, maximize equipment performance and adhere to budgeted cost parameters.
• Payment processing for all repairs and maintenance costs.
• Prepare annual Facilities budgets in conjunction with Projects and Facilities Manager.
• Innovate and initiate green energy solutions for sustainable environment and account for the monetary gains in the implemented initiatives.

Facilities Contracts

• Works with Projects and Facilities Manager to administer contracts execution/renewal program before expiry.
• Management of facilities services contracts and service level agreements; Management of service providers in adherence to SLAs and contracts.
• Undertake timely review of Contracts with Legal Department before execution
• Ensure 100% execution of contracts

Facilities Management Reporting/Internal Processes

• Organize and supervise maintenance and repair of facilities with assigned contractors
• Conduct and document regular facilities inspections
• Periodic reporting on budgets vs expenses and monthly savings in respect to facilities
• Works with Projects and Facilities Manager to complete monthly financial and facilities activity reports
• Observe and report on progress and completion all works and associated snags as assigned and prepare post-occupancy evaluation reports
• Keep abreast with latest market trends and developments as relates to Facilities Management
• Ensures all facilities move-in/move-out paperwork is completed correctly and has been approved by the Projects and Facilities Manager.
• Support branch fit-out and refurbishment projects as requested

Stakeholder Engagement (Supply performance, Customer satisfaction)

• Manages preparation of all facilities related correspondence, including supplier performance communication and user updates
• Works with legal department and Projects and Facilities Manager to execute Contract penalties as relates to Facilities Contracts where necessary
• Schedules site visits and stakeholder engagements regularly
• Enhance internal and external customer relationship and ensure the customer is satisfied with Facilities department support.
• Scheduling and implementation of internal and external stakeholders’ engagement through meetings, customer experience engagement and branch visits.
• Monitor the performance of suppliers as per SLA and take corrective actions as necessary.
• Manage and mitigate associated risks to enable the organization to meet its obligations and maximize business opportunity
• Ensure adherence of all bank’s prescribed processes, standard operating procedures and central bank requirements
• Role Models the Brand and Corporate Values of the Bank in the internal and external market environment
• Works as part of a team for the purpose of winning together
• Any other official duty that may be allocated by management from time to time.

The Person:

The ideal candidate must possess the following:

Qualifications/Experience:

• A bachelor’s degree in Business, Engineering or related field. A Quantity Surveyor qualification is preferred.
• Good understanding of the contract law, land law and arbitration related to contracts management
• 3 years’ experience in Facilities/Property Management
• Good understanding of Electrical and Mechanical systems
• Facilities and/or Property Management
• Maintenance Management
• Project Management
• Third party management
• Working knowledge of Critical Equipment (Generators, UPS’s, AC systems etc)
• Knowledge of health & safety (OSHA) rules as stipulated by the law

Competencies/Attributes:

• Interpersonal, relationship-building and networking skills;
• Procurement and negotiation skills;
• The ability to multi-task and prioritize your workload;
• Time management skills;
• Team work skills and the ability to lead and motivate others;
• IT savvy;
• Willing and available to work after-hours and attend to call-outs as and when required
• A practical, flexible and innovative approach to work