JOB TITLE: Facilities Coordinator
DEPARTMENT: Supply Chain Management
SECTION: Real Estate & Facilities
VACANCY: Facilities Coordinator
BAND: 6
JOB PURPOSE:
The role holder will undertake all facilities projects on behalf of user departments, while ensuring the same are delivered within the agreed timelines and within budgeted costs.
REPORTING TO THE REAL ESTATE & FACILITIES MANAGER, THE MAIN DUTIES ARE:
- Assist the Facilities Manager in managing Facilities-related Projects from initial conception to completion using Project Management techniques.
- Coordinates and facilitates office moves and, Lead reconfiguration projects (including the planning of spaces and furniture layout using AutoCAD) in close coordination with HR and MIS Teams.
- Maintains and monitors service contracts (security, document warehousing, Fuel and bulk water delivery etc.), and Evaluates performance of vendors, make recommendations to the Facilities Manager for renewal and/or replacement of facility vendors.
- Schedules and monitors routine and ad hoc facility maintenance (Janitorial, generators, counting machines, CCTV and access controls, UPS, AVRs, electrical infrastructure, AC units, plumbing installations & fire protection equipment); and the primary point of contact for contracted facilities vendors.
- Assist in the compliance of existing Safety, Health and Environment (SHE) policy, and the promotion of safe working practices.
- Maintains and monitors office supplies inventory (stationery, toiletries, beverage items and printer cartridges/toners) in coordination with Procurement, Warehousing and Logistics Teams, and other internal stakeholders.
- Assist the Facilities Manager with the selection of facility and maintenance related service providers on a periodic and ad hoc basis; determines requirements, evaluates and recommends vendors to the procurement team.
- Operate and generate an effective filing system for the Facilities Unit.
- Tracks and provide updates of primary facilities-related issues in all Airtel Showrooms on a daily basis through the Facilities Daily Checklist, and on monthly basis through the Shop Audit Report.
- Generate weekly reports on key Facilities projects/activities for management review, as well monthly accruals as input for Finance month end report.
- Monitor Facilities-related expense by comparing AOP budget to the actual expense month on month.
- Ensures prompt payment of rent, utilities bills, BOPs, Property rates and the renewal of fire certificates for all Airtel Facilities.
- Process payment for all facilities-delivery services/goods through OAFs/CAFs, PRs and SRNs using Oracle and follow-ups to ensure payments are made.
- Regular inspection and physical assessment of all Airtel Facilities, bringing to the attention of the Facilities Manager any defects and follow-up action points.
- Provide general administrative support to the Facilities Manager as and when assigned.
REQUIRED SKILL AND KNOWLEGDE
- University degree in a technical field e.g. Real Estate, Engineering, Architecture or Building Technology.
- Certification in Contract Management or Project Management or Facilities Management
- 3 + years wok experience in a similar role
- Basic understanding in Procurement & Real Estate
- Project management
- Excellent communication skills (English – Written & Verbal)
- Effective time Management skills
PERSONAL BEHAVIOUR REQUIRED IN THE POST
- Able to handle, prioritize, multiple project simultaneously
- Customer centric
- The Candidate must be a self-starter.
- Patience
- Attentive
CLOSING DATE
Suitable candidates are invited to apply by sending through their CV’s to jobs@zm.airtel.com
Closing date for receiving applications is Wednesday, 30th September 2015.
Please note that due to the high volume of applications received, only shortlisted candidates will contacted.
