Facilities & Projects Assistant at NCBA Group

Job Purpose Statement

This role is responsible for supporting the management of the properties, premises, facilities, and construction projects within the set timelines, budget, standards, and organisational policies and procedures.

Key Accountabilities (Duties and Responsibilities)

Governance (20%)

• The role ensures full compliance with organisational policies, procedures, and regulatory legislation. It involves facilitating and overseeing workplace audits such as OSHA, energy, and fire drills, and ensuring timely resolution of any findings. The incumbent is expected to maintain an audit-ready environment for both internal and external inspections and proactively identify and mitigate risks through safety and quality assurance controls.

Financials (20%)

• Responsibilities include developing and implementing cost-effective plans to achieve annual cost reduction targets of at least 10%. The role supports property and facilities account reconciliation and project closure processes. It also involves managing monthly payment runs, including reconciliation and certification of facilities-related accounts prior to payment. The position requires minimising expenditures, maximising revenues, and adhering to budget parameters, as well as participating in budgeting activities and ensuring proper documentation for facility move-ins and move-outs.

Contracts & Leases (15%)

• The role supports continuous execution and renewal of contracts in line with service level agreements (SLAs) and internal policies to minimise delays. It includes maintaining an up-to-date contracts database and monitoring enforcement of penalties. The incumbent participates in contract negotiations, ensuring compliance with legal, procurement, and financial policies. They also ensure vendor prequalification aligns with procurement standards and work with the Property and Facilities Manager to administer lease and contract renewal programmes well ahead of expiry. Visibility on all premises service contracts and ensuring 100% execution and registration of leases are key deliverables.

Operations & Reporting (30%)

• This function involves maintaining and consolidating property and administration vendor databases, including contracts, leases, tenancy, and rental schedules. The role requires conducting market research related to property and administration and staying informed on market trends in facilities and project management. It includes assisting with workplace relocations, branch openings, and space reorganisations, as well as participating in site acquisition activities. Regular progress reporting, adherence to brand and quality standards, and compliance with design specifications and building regulations are essential. The role also includes proactively reporting critical information and undertaking other duties as assigned.

Stakeholder & Supplier Performance (10%)

• The role facilitates documented engagement with internal and external stakeholders through meetings and site visits. It involves mitigating operational risks and delivering cost-effective, timely services that meet business needs. The incumbent manages feedback loops with service providers, implements corrective measures as per SLAs, and monitors performance metrics. They are responsible for managing and mitigating associated risks to help the organisation meet its obligations and maximise business opportunities.

Learning and Growth (5%)

• The role promotes teamwork and active participation in departmental activities. It includes working with the Property, Facilities, and Projects Manager to review individual staff performance and enhance productivity. The incumbent is expected to undertake relevant training and ensure that the Group culture is embedded in daily routines and operations.

Job Specifications

Academic

• A Degree in Building/Land Economics, Real Estate, Quantity Surveying or Construction Management or Electrical/Mechanical Engineering or related field.

Professional

• Good understanding of the banking industry
• Practical experience in use of MS Word, Excel, PowerPoint, Outlook and Internet
• Proven Project & Facilities Management experience
• Experience in Health & Safety matters/training is an added advantage

Desired Work Experience

• At least four (4) years’ experience in a similar role

Technical Competencies

• Technical skills to effectively perform project and facilities management tasks to consistently produce high-quality service
• Knowledge and effective application of relevant facilities and construction project management regulations, processes, procedures, and guidelines to achieve compliance standards

Behavioural Competencies

• Strong analytical and problem-solving abilities
• Effective planning, prioritisation, and coordination skills
• Negotiation skills to achieve optimal market value
• Excellent interpersonal communication and stakeholder management
• Self-empowerment to foster open communication, teamwork, and trust
• Organisational skills to work independently under pressure
• Teamwork and leadership capabilities
• High integrity and ethical standards
• Decision-making, initiative-taking, and innovative execution
• Skilled in dispute resolution, deadline management, and professional communication
• Knowledge of relevant national/county legislation and application software (e.g., project management tools, Excel)
• Maintain accurate, timely, and reliable records with attention to data integrity