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The Aga Khan Academy is hiring a Facilities Manager.
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.
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.
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).
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.