Facilities Manager (GMG/SEG)

Job Purpose

The Facilities Manager is responsible for planning, co-ordinating, overseeing, managing and directing the operations and activities of all plant and facilities engineering, layout, design, construction, utilities operations, building, grounds and equipment maintenance, plant protection and security, and associated administrative and supervisory functions for the properties of MSETT. 

The Facilities Manager is also accountable for contracting with and overseeing the activities of various contractors and consultants for the fulfilment of plant/facilities engineering design, installation, operation, maintenance, modification, construction, modernization, and protection of physical facilities and equipment, or any other activity for the effective and efficient operation of the MSETT and its tenants. 

Key Responsibilities

Management/Administrative: 

• Provides technical advice/guidance to the Permanent Secretary, Directors, Managers and staff on matters relating to facilities and property management; 
• Prepares the corporate/operational plans and budget for the Unit, and monitors the implementation of these plans and budget; 
• Develops/reviews and implements operational systems and procedures to guide the delivery of services by the Property Management Unit to manage emergency situations;
• Prepares and monitors work schedules/plan for the Unit; 
• Assists with the preparation of tender documents and the selection of contractors for property management and related projects; 
• Prepares reports and project documents, as required; 
• Prepares procedure manuals for emergency situations as they affect personnel and property and organize fire and evacuation drills; 
• Represents the Ministry/Unit at meetings and other functions, as requested;
• Oversees the inspection of all properties and maintenance of common areas, as is necessary. 

Technical/professional: 

Plant and Facilities Protection 

• Provides advice on purchase priorities, major construction projects, renovation and similar projects requiring large capital expenditure for the MSETT; 
• Plans and oversees the implementation of the plant’s overall preventive and predictive maintenance programmes, and the policies and procedures for maintenance and repair of facilities and equipment; 
• Contracts with and oversees the activities of various contractors and consultants for the fulfilment of plant/facilities maintenance and development; supervises and evaluates the performance of contractors; 
• Directs and co-ordinates the operations and activities of plant/facilities engineering administration, layout, design, construction, utilities operations and maintenance; building, grounds and equipment maintenance; plant protection and security; 
• Inspects buildings and facilities, mechanical, electrical and air conditioning systems, identifying and correcting defects and deficiencies in structures and systems, and implementing measures to enhance efficiencies, safety and assure continuous business operation; assures compliance with all applicable building codes, regulations, standards and laws frequently; 
• Provides proactive management to the staff of other Division/Branches/Units, to assist in identifying and resolving plant operations issues and problems. 

Engineering, Layout and Construction 

• Manages the generation and furnishing of engineering designs, specifications, bills of materials, and cost estimates for construction and major rehabilitation of all real property and for major projects of installation and relocation of equipment; 
• Undertakes continuous review and evaluation of utility, building and structural requirements, and preparation of projects, as required;
• Serves as Technical Liaison for design engineering projects of collateral interest with other Agencies; 
• Maintains a master plan for improvement and expansion of the plant/facilities, preparation of designs, layouts, drawings, and bills of materials for major maintenance, plant/facility improvement and other projects; 
• Provides technical/engineering support to other departments regarding process and/or equipment changes; 
• Oversees the preparation or oversight of the architectural, structural, mechanical, electrical, utilities, site, environmental design, and other construction and engineering drawings for all facilities; 
• Develops the scope of work and terms of reference for projects to be undertaken, evaluates and selects contractors; 
• Manages the project management of all construction work and approval after completion. 

Utilities Operation, Energy Management and Maintenance 

• Implements and monitors energy conservation initiatives throughout the Ministry;
• Manages the operation and maintenance of all utilities systems and equipment on the plant; 
• Updates and redesigns, if necessary, the MSETT’s energy management and conservation programmes continuously; 
• Manages the installation and maintenance of all utilities systems and components for electricity, water, steam, oil, compressed air, etc.; 
• Monitors the maintenance of water storage facilities; 
• Manages the installation, operation and maintenance of all ventilating, air conditioning, and refrigeration systems and components; 
• Undertakes the maintenance of appropriate equipment records and histories;
• Manages the management of spare parts and materials storerooms and inventories. 

Contract Management 

• Participates in the monitoring, tracking and compliance of all MSETT maintenance and construction contracts; 
• Reviews and makes recommendations for approval of all bids and submissions for plant/facilities contract work; 
• Undertakes the solicitation, preparation, and administration of appropriate contracts for all works to be undertaken on the MSETT plant; 
• Co-ordinates with Legal Services Division, on all major contracts for engineering work, technical specifications, tenancy agreements and contracts; 
• Manages systems and procedures to ensure compliance with the terms and conditions of the MSETT tenancy agreements; 
• Co-ordinates with project teams and contracting staff to resolve contractual arrangements and ensure timely invoicing; 
• Manages the work of the janitorial, landscaping and associated teams employed/contracted to the MSETT; 
• Manages the processing of work requests; preparation of project cost estimates; planning and scheduling of work; provision and management of required parts, materials and equipment; and maintenance of all related labour and equipment records. 

Human Resources: 

• Monitors and evaluates the performance of direct reports, prepares performance appraisals and recommends and/or initiates corrective action, where necessary, to improve performance and/or attain established personal and/or organizational goals; 
• Participates in the recruitment of staff for the Branch and recommends, promotion, and leave in accordance with established human resource policies and procedures;
• Provides leadership and guidance to direct reports through effective planning, delegation, communication, training, mentoring and coaching; 
• Facilitates welfare and development of staff in the Unit; 
• Establishes and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and Organization’s goals;
• Prepares and conducts presentations on role of Division/Unit for the Orientation/On-boarding Programme. 

Other: 

• Provides support for disaster preparedness and response; 
• Provides logistic support in respect of hosting of functions for the Ministry and co-ordinates the preparation of grounds for special functions; 
• Performs any other related duties that may be assigned from time to time.

Required Knowledge, Skills and Competencies

Behavioural: 

• Strong leadership and management skills 
• Good oral and written communication skills 
• Customer and quality focus 
• Good interpersonal skills 
• Teamwork and co-operation 
• Integrity 
• Good problem-solving skills 
• Good analytical skills 
• Ability to use own initiative 
• Strong organizational skills 
• Compliance 
• Change management 
• Networking and relationship building skills 

Technical: 

• Strategic Management 
• Knowledge of plant operations, maintenance and repairs 
• Project management skills 
• Business management skills 
• Ability to manage priorities and workflow 
• knowledge in developing detailed subcontractor scopes 
• Knowledge of national energy policies 
• Understanding of GOJ operations and procurement guidelines 
• Sound financial and analysis skills 
• Sound judgment and troubleshooting 
• Ability manage multiple tasks and projects simultaneously 
• Ability to read and interpret building plans and bill of quantities 
• Sound knowledge of the National Building Code 
• Proficient in relevant software applications - AutoCAD and Microsoft Office Suite (Word, Excel, PowerPoint); Sound knowledge of safety regulations and programmes 

Minimum Required Qualification and Experience

• Bachelor’s Degree in Electrical Engineering, Mechanical Engineering, Facilities Management, Industrial Management or related field; 
• Four (4) years’ experience at the management level in a similar field. 

Special Condition Associated with the Job

• The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions;
• The incumbent will be exposed to dirt, dust, hot and humid conditions on project sites. Additionally, frequent intra island travel and extended working hours is required.

Please note that only shortlisted applicants will be contacted.