Facilities Manager

Anova is an NGO that empowers people and changes lives. Good health and quality of life is what motivates us to provide healthcare solutions and support for those who need it most._

**Key duties and responsibilities**:
**Facilities and Maintenance**
- Create a suitable environment for the purpose and needs of the facilities such as offices and office buildings.
- Develop and implement a facility management program including preventative maintenance and life-cycle requirements.
- Conduct and document regular facilities inspections.
- Compare cost for various services and goods before choosing the best option for facility.
- Allocate and manage facility space for maximum efficiency.
- Coordinate intra-office moves.
- Supervise maintenance and repair of facilities and equipment.
- Track building upkeep as well as anticipate long and short-term improvements and maintenance.
- Oversee facility refurbishment and renovations.
- Plan and manage facility central services such as security, ad hoc cleaning, waste disposal and parking.
- Sourcing contractors and suppliers for repairs, maintenance, cleaning, renovations, waste disposal etc.
- Generate and present regular reports and reviews of facility-related finances, contracts, expenditures and purchases.
- Develop and implement cost reduction initiatives.
- Provide prompt response to requests and issues from facility occupants.

**Contract Management**
- Working in partnership with Compliance in reviewing all lease agreements.
- Negotiate contracts to optimize delivery and cost saving.
- Obtain quotes and tenders from vendors and suppliers.
- Calculate and compare costs for goods and services to maximize cost-effectiveness.
- Coordinate and monitor activities of contract suppliers.
- Manage contractor and vendor relationships.
- Manage and review service contracts to ensure facility management needs are being met.
- Ensure delivery schedules, quantity and quality criteria are met.
- Maintain ongoing communication with landlords, contractors, clients, and teams.
- Keep and maintain all contract records.

**Occupational Health and safety**
- Ensure compliance with health and safety standards, regulations and industry codes.
- Manage the upkeep of equipment and supplies to meet health and safety standards.
- Respond to facility and equipment alarms and system failures.
- Review and implement the occupational health and safety policy and standard operating procedures.

**People Management**
- Day-to-day management and supervision of the facilities team.
- Working in partnership with office manager regionally.
- Provide technical support to office manager regionally.
- Regularly assess the team for capacity and work allocation.
- Be the first point of escalation for stakeholders, suppliers and clients for facilities related queries.
- Consistently identify training and development needs.
- Periodically conduct performance reviews in line with Anova’s performance cycles.

**Essential Qualifications and Experience**
- Bachelor’s degree in Facilities Management, Construction management, Facilities Engineering or related qualification.
- Occupational health and safety certification.
- 5 years of relevant work experience in management.
- Strong organizational skills, including time management and multi-tasking skills.
- Valid driver’s license and willing to travel as and when required.
- Excellent report writing skills.
- Strong Interpersonal and excellent relationship management skills.
- Computer literate - MS Office (Outlook, word, excel & PowerPoint) and systems knowledge including Microsoft projects.

**Skills, competencies, and attributes**:

- Attention to detail, systematic and thorough
- Excellent communication skills
- Good problem-solving skills
- Good time management skills
- Ability to multitask and work under pressure
- Confidentiality
- Service orientation

**Generic Skills**
- Ability to maintain a professional image;
- Ability to meet deadlines and manage own time;
- Recognise and support business values;
- Good verbal communication skills;
- Ability to multi-task and work in a fast-paced environment;
- Good team player.