Facilities Manager

Purpose of the job:
The Manager:
Facilities Management is responsible to ensure efficient facilities management and plan control, co‑ordinate, organise and manage a functional working environment in a cost‑effective, effective manner.

• Contribute to the development and implementation of departmental policy, procedures, and processes.
• Keep up to date with effective policy and practice execution strategies.

• Draft fixed assets monthly reports and submit to the manager.
• Additions.
• Disposals.
• Values and depreciation.
• Submit ES to manager on all identified assets to be disposed of.
• Manage and ensure accuracy of fixed assets register (updates and maintenance).
• Implement plan for fixed asset verification annually.

• Ensure implementation of policy and procedure.
• Amend procedures where necessary.
• To research best practice, make an input into and implement approved strategies relating to effective facilities management.
• To make input into and implement approved operating policies, procedures and processes relating to facilities management.

• Manage the implementation of fleet management policy and procedures.
• Manage and monitor use of company fleet ensure compliance with Acts and Regulations.
• Analyse vehicle usage and submit report to manager.

• Implement inventory management policy and ensure adherence thereof for all stock items.
• Ensure regular and consistent stock taking of stock items.
• Monitor use of stock items.

• Prepare and submit regulation reports as and when required to provide progress updates and/or inform management decisions.
• Develop reports/ policies/ procedures and guide the process through the alignment of the documents to the overall companys strategy.
• Develop functional reporting systems, for management, projects, or performance reporting.
• Prepare proposals, briefings, presentations, reports, and other documentation and provide management information both verbally and in report format.
• Create functional effective and flexible working areas.
• Maintain a database of accurate drawings of offices and submit any amendments to project office.

• Identify operational risks.
• Continuously monitor opportunities and incidents.
• Review audit findings, develop plans and submit comments to manager.
• Pro‑actively rectify and control weaknesses identified.
• To ensure proper administration, governance, and risk management.

• Monitor the budget spending, manage the divisional cash flow, and minimise budget variance.
• Forecast facilities management budget each FY starting with zero based and submit to manager. Ensure that expenses fall under the budget set.
• Ensure regular and consistent reporting on budget expenditure.
• To make input into the strategic and business planning and ensure budgeting for facilities services.
• Facilitate and manage communication with relevant internal and external stakeholders in relation to investments and proactively and progressively manage the relationships.
• Manage relationships with vendors, service providers or procurement teams and ensure that all relevant procured items are invoiced and paid on time.
• Communicate with all levels of stakeholder contact.
• Represent the Fund in relevant external activities and events.

• Manage payment of accounts rent and other FM related services.
• Manage landlords, agents on outstanding invoices before month end.
• Submit a report to the manager on all invoice related information.

• Draft ES and advise SCM of required facilities management contracts to ensure no irregular contracts.
• Manage service level agreements with service providers for office cleaning. Fumigation, office plant and special server room clearing etc.
• Ensure up to date contract database.

• Ensure the sourcing, development, and retention of a high-performance team.
• Manag…