Facilities Manager Tempo Inteiro

The Aga Khan Academy is hiring a Facilities Manager.

Responsibilities

Primary Responsibilities (facilities maintenance)             

• Oversee the upkeep and maintenance of all facilities and systems (electrical, mechanical, sanitary) under the Academy; conduct regular inspections, identify repairs needed and prepare a detailed yearly maintenance program for all the facilities; where needed, prepare and monitor a multi-year repair plan based on evaluations and inspections of the facilities;
• Prepare annual, medium and long term facilities planning budget for upkeep and maintenance of the facilities and carry out the small repairs as needed;
• Oversees all facets of the daily operations of the organizational units, ensuring compliance with Government policies, regulations and best practices;
• Develop or assist with the development and implementation of policies and procedures consistent with those of the organization to ensure efficient, sustainable and safe operation of all the facilities;
• Oversee activities of contractors, vendor personnel, and suppliers; monitors contracts for compliance and controls costs; monitors general expenditures of facilities teams;
• Supervise personnel which typically includes recommendations for recruitment, separation, performance evaluation, training, work allocation, and problem resolution;
• Play a role in representing the Academy at external events (if required) and where appropriate organize and help plan functions or events at the facilities;
• Prepare and manage annual budgets in accordance to the expectations and guidance of management (in coordination with Head of FM and Academy Head of Finance);
• Prepare and present operational reports on a timely basis for the review and guidance;
• In accordance to manufacturer and supplier specifications, help develop and implement an operations and maintenance plan for each of the facilities;
• Develop and implement systems and processes to establish and maintain records for the facilities;
• Assist security department in emergency/disaster preparedness and recovery plans;
• Ensure proper care in the use and maintenance of equipment and supplies; promotes continuous improvement of workplace safety and environmental practices.

General Responsibilities

• Perform the role of the primary coordinator between the facilities teams, Academy Management and the 3rd party service providers.
• Provide leadership of all facilities teams;
• Prepare detailed facilities maintenance reports and progress reports for minor and major works as per the established timeline (monthly, quarterly etc.);
• Prepare funding requests for submission on monthly basis;
• Review, prepare and approve invoices from 3rd party service providers and certify for payment;
• Track costs against approved budgets in coordination with the Finance Department;
• Ensure all operational documentation is in place, proper storage and filing of all facilities and project documents to comply with Document Management System (DMS);
• Provide technical input in any 3rd party contract discussions;
• Ensure that the interests of Academy are protected at all times.

The requirements

Qualifications

• Degree in Civil, Mechanical, Electrical or Structural Engineering. Or Diploma in project management or facilities management or Degree with 10 years experience in facilities management;
• Member of a relevant professional body (optional).

Experience

• Minimum 5 years experience in multi location facilities management, preferably in Educational facilities;
• Experience initiating and managing construction projects as an end user;
• Clear experience in forming taskforces to deal with rapid upgrading of facilities;
• Clear experience understanding of all local legislation and processes for the gaining necessary approval and permits for minor and major projects;
• Clear experience understanding all legislation for the operation of buildings and facilities (sanitary, fire, environmental, electrical, health, safety and welfare).

Knowledge and Competencies

• Strong domain knowledge of facilities management systems and processes;
• Knowledge of accounting practices;
• Proven ability in using facilities management software systems;
• Skill in liaising with government bodies for obtaining necessary approvals for each facility;
• Ability to anticipate and resolve problems and advise the management well in advance of decisions to be undertaken;
• Strong oral and written skills in Portuguese and English;
• Strong strategy focus;
• Strong project planning skills;
• Innovative and quick to adapt to change;
• Skilled in team building, people management and conflict resolution. Skill in organizing resources and establishing priorities;
• Credible, trustworthy and high on integrity and ethical values;
• Strong interpersonal skills and ability to develop and maintain positive working relationships with diverse people, including 3rd party service providers, institutions and the community at large;
• Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures;
• Ability to develop and maintain recordkeeping systems and procedures;
• Ability to supervise, train and mentor employees, to include organizing, prioritizing, and scheduling work assignments;
• Knowledge of mechanical systems, building materials, and emergency maintenance;
• Knowledge of emergency and disaster recovery planning;
• Self confidence, ability to write and present reports well.