VACANCY ANNOUNCEMENT (Ref. No. NRS/73/082014)
FACILITIES AND ASSETS MANAGER
icipe — African Insect Science for Food and Health is an intergovernmental organisation funded by governmental aid agencies, UN organisations and private foundations to carry out research and training in environmentally sound and sustainable management of arthropods for improving health and agricultural productivity in the tropics. icipe has 400 staff to support its research and capacity building programmes located at various sites in Kenya and Ethiopia.
icipe wishes to urgently recruit a suitable person to fill the position of FACILITIES AND ASSETS MANAGER in the Physical Plant and Services Department.
The position is tenable in Nairobi, Kenya at the icipe Duduville campus. This is a two-year contract, with a possibility of extension after successfully completing a six-month probation period of the first contract. A competitive compensation package will be offered to the right candidate. Only shortlisted candidates will be acknowledged.
Overall purpose of the job
- Overall
management of all icipe facilities,
plants and equipment within Kenya.
- Ensure
first class state of facilities through systematised processes and
proper management of a team of in-house staff and a group of
outsourced service providers.
- Sustain
continuous improvement in, and provision of, efficient, economic and
effective services.
A) Developing and implementing assets care strategies for all icipe facilities and equipment:
- Build
facilities and physical infrastructure, including road pavements,
yards and farms; review and advise on technical issues in regard to
assets development, design and construction; oversee maintenance
operations.
- Plant
and machinery development, installation and maintenance, including
of research equipment, motor vehicles, building-heating, ventilation
and air-conditioning systems, electrical and plumbing systems and
other general equipment as found in the Guest Centres, kitchens,
residential houses and hostels.
- Manage
the outsourcing of contracted service providers for civil works and
building projects equipment and facilities, grounds maintenance and
office cleaning.
- Delivery
of optimal and efficient space, facilities and equipment so as to
ensure effectiveness of each full cost recovery programme.
- Ensure
cost-effectiveness, quality and timely delivery of all technical
services in line with clients’ requirements.
- Manage
risk evaluation and mitigation.
- Ensure
green environmental sustainability activities are implemented.
- Manage
resources to ensure value for money.
- Handle
budgeting and budgetary control.
- Motivate
staff to deliver their maximum productivity.
- Prepare
annual budgets, monitoring performance and controlling to ensure
budgets are not exceeded.
- Maximise
space utilisation within icipe.
- Ensure
proper use of the Centre’s assets under his/her control and
efficient use of resources (people, materials and equipment) to cut
waste.
- Provide
support to supply chain through provision of accurate internal cost
estimates for projects and other works.
- Develop
and implement cost-cutting initiatives geared to reducing costs of
offering engineering facilities and other operations services.
- Actively
participate in price negotiation with suppliers and other service
providers.
- Review
supplier invoices and recommend for payment.
- Track
projects and maintenance of budgets, and ensure there is no
overspending.
- Oversee
and coordinate the construction of facilities from inception through
to completion.
- Develop
long-term capital replacement plans for buildings and equipment.
- Plan
budgeting and implement engineering and facilities capital projects.
- Review
design drawings, specifications and other documents to ensure
alignment with scope of work, icipe standards,
finishing standards and compliance with fire, life and safety
requirements.
- Plan
and coordinate office alterations, refurbishments and/or moves as
dictated by business need.
- Effectively
manage project resources to ensure projects are completed on time
and at cost.
- Develop
and implement maintenance plans for all facilities including
equipment, plant, buildings, roads, grounds and other
infrastructure; continuously review and ensure the desired balance
between internal execution and outsourcing.
- Develop
framework contacts for outsourced maintenance service providers and
manage them.
- Coordinate
maintenance of equipment with service contracts.
- Ensure
preparation of monthly preventive maintenance compliance schedules.
- Manage
resources to ensure value for money.
- Manage
SLAs between Engineering and Labs as well as other stakeholders.
- Ensure
customer requirements are promptly met.
- Resolve
customer queries and complaints.
- Introduce
a customer complaints tracking register and make use of surveys and
analysis to improve customer service.
- Manage
day-to-day matters affecting Facilities and Physical Plants Units,
including resolving conflicts, listening, representing and showing
respect to colleagues.
- Hold
regular meetings with staff and receive direct reports.
- Train,
develop, empower and motivate staff to deliver their maximum
productivity.
- Ensure
good supplier relations are maintained, resolve conflicts, solve any
problems noted by supervisor, and display professionalism.
- Ensure
win-win negotiations are carried out with suppliers to ensure
sustainable mutual gains for both icipe and
the supplier organisations.
- Track
engineering, facilities and projects performance KPIs and regularly
submit performance reports.
- Carry
out tracking of continuous improvement initiatives.
- Track
key performance indicators.
- Competence
in integrated facilities management.
- Ability
to manage multiple and/or complex issues.
- Possess
performance management, creativity and initiative, analytical,
planning, people management, supplier management,
commercial/business, team orientation, effective communication, and
change management skills.
- The
Facilities Manager will possess at least a 2nd Class honours upper
division bachelor’s degree in engineering, either in civil,
mechanical or electrical/electronics engineering.
- Appropriate
training in financial and business systems.
- He/she
will also be conversant with Microsoft packages, MS Project and ERP
application software.
- The
ideal candidate would have started their career in engineering but
have progressed into general management from where they have gained
business acumen in problem-solving, decision-making and good
judgement.
- He/she
shall demonstrate a track record of experience in integrated
facilities management with over 5 years at senior management level.
- The
jobholder will have interpersonal and problem-solving skills,
patience, conflict management skills, diplomacy, and willingness to
listen and respect other colleagues as a member of a wide team in a
multifaceted and multicultural organisation.
- High
degree of organisation, adaptability and prioritisation.
- Track
record of exemplary leadership qualities is essential.
This position reports to the Director of Finance and Administration.
The selected candidate should be available to start as soon as possible.
HOW TO APPLY
All applications must arrive via email on or before the 3rd September 2014. Please quote the job reference number NRS/73/082014 on the email subject line. Interested applicants should submit: (a) a confidential cover letter, (b) detailed CV with names and addresses of 3 referees (including e-mail addresses, fax numbers), and (c) a one-page write-up on how you consider yourself suitable for the job, to:
FacilitiesManager@icipe.org
icipe is an Equal Opportunity Employer
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