Facilities Manager job at Aga Khan Education Service, Uganda ( AKES,U )

Description

The position

AKES, U is a private, not-for-profit organization committed to enriching the lives of “many generations of multi-racial and multi-cultural student populations” through the provision of quality and affordable education. AKES, U operates schools from Pre-School to High School and offers the Cambridge Curriculum, International General Certificate of Secondary Education (IGCSE), International Baccalaureate Diploma Programme (IBDP) and the Uganda National Primary and Secondary Curriculum.We are seeking to hire experienced, result oriented and motivated individual to fill the positions of a Facilities Manager.

The Facilities Manager will primarily be involved in the management of all the AKES U facilities and shall perform the role of a Client and primary coordinator between AKES, and external consultants for all construction projects. As listed below

Primary Responsibilities (facilities maintenance)

• Oversee the upkeep and maintenance of all facilities under AKES U; conduct regular inspections, identify repairs needed .
• Prepare annual, medium and long term facilities planning budget for upkeep and maintenance of the facilities
• Oversees all facets of the daily operations of the organizational units, ensuring compliance with the AKESU , and Government policies, and regulations.
• Develops or assists with the development and implementation of policies and procedures consistent with those of the organization
• Oversees activities of contractors, vendor personnel, and suppliers; monitors contracts for compliance and controls costs; monitors general expenditures of facilities teams.
• Supervises personnel which typically includes recommendations for recruitment, separation, performance evaluation, training, work allocation, and problem resolution

Secondary Responsibilities (Major and minor capital projects)

• Involved in the preconstruction stage of any capital project,
• Involved in the design stage of any capital project,
• Involved in the tendering stage of any capital project.

General Responsibillities

• Perform the role of the primary coordinator between the facilities teams, school heads and the 3rd party service providers
• Provide leadership of all facilites teams
• Prepare detailed facilities maintenance reports and progress reports for minor and major works for AKES U and AKES HQ per the established timeline (monthly, quarterly etc.)
• Identify key risks and corresponding mitigation measures in the management of all facilities and projects
• 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
• Perform other responsibilities related to facilities management and projects as assigned.

The requirements

Qualification, Experience ,Knowledge & Competences

• Degree in Civil, Mechanical, Electrical or Structural Engineering. Diploma in civil engineering or project management.
• Must be a member of a relevant professional body
• Minimum 5 years experience in multi location facilities management,project management . Experience of instiagting and the management of construction projects as an end user
• 5 years experience of management multiple facilities management teams remotely within high standard facilities
• Experience of instiagting and the management of construction projects as an end user
• Clear experience in forming taskforces to deal with rapid upgrading of facilities
• Clear experience understanding of all Indian legislation and processes for the gaining necessary approval and permits for minor and major projects
• Clear experience understanding of all Indian legislation for the operation of buildings and facilities (sanitary, fire, environmental, electrical, health, safety and welfare)
• Strong domain knowledge of facilities management systems and processes
• Knowledge of accounting practices
• Knowledge of legal contracts to be prepared for 3rd party service providers
• Proven ability in using facilities management software systems
• Skill in liaising with government bodies for obtaining necessary approvals for each facility
• Articulate, with strong written and presentation skills
• Strong strategy focus
• Project planning skills.
• Innovative and quick to adapt to change
• Skills 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 analyze and interpret financial data and prepare financial reports, statements and/or projections.
• Knowledge of computer security and audit procedures and requirements.
• Ability to develop and maintain recordkeeping systems and procedure
• 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 reports well, present well and a suitable stature to represent AKESK at a senior level.

• Oversee the upkeep and maintenance of all facilities under AKES U; conduct regular inspections, identify repairs needed .
• Prepare annual, medium and long term facilities planning budget for upkeep and maintenance of the facilities
• Oversees all facets of the daily operations of the organizational units, ensuring compliance with the AKESU , and Government policies, and regulations.
• Develops or assists with the development and implementation of policies and procedures consistent with those of the organization
• Oversees activities of contractors, vendor personnel, and suppliers; monitors contracts for compliance and controls costs; monitors general expenditures of facilities teams.
• Supervises personnel which typically includes recommendations for recruitment, separation, performance evaluation, training, work allocation, and problem resolution
• Involved in the preconstruction stage of any capital project,
• Involved in the design stage of any capital project,
• Involved in the tendering stage of any capital project.
• Perform the role of the primary coordinator between the facilities teams, school heads and the 3rd party service providers
• Provide leadership of all facilites teams
• Prepare detailed facilities maintenance reports and progress reports for minor and major works for AKES U and AKES HQ per the established timeline (monthly, quarterly etc.)
• Identify key risks and corresponding mitigation measures in the management of all facilities and projects
• 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
• Perform other responsibilities related to facilities management and projects as assigned.

• Strong domain knowledge of facilities management systems and processes
• Knowledge of accounting practices
• Knowledge of legal contracts to be prepared for 3rd party service providers
• Proven ability in using facilities management software systems
• Skill in liaising with government bodies for obtaining necessary approvals for each facility
• Articulate, with strong written and presentation skills
• Strong strategy focus
• Project planning skills.
• Innovative and quick to adapt to change
• Skills 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 analyze and interpret financial data and prepare financial reports, statements and/or projections.
• Knowledge of computer security and audit procedures and requirements.
• Ability to develop and maintain recordkeeping systems and procedure
• 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 reports well, present well and a suitable stature to represent AKESK at a senior level.

• Degree in Civil, Mechanical, Electrical or Structural Engineering. Diploma in civil engineering or project management.
• Must be a member of a relevant professional body