Job offer: Facilities Manager (PASSPORT IMMIGRATION AND CITIZENSHIP AGENCY)

•  The Facilities Manager supports the organizational strategy by providing effective leadership, direction and guidance to the maintenance team in the execution of various projects/tasks, upkeep of facilities and fleet, and responsiveness to stakeholders in facilitating a productive work environment. 

Responsibilities
Policy and Strategic Management

• Analyzes internal processes with a view to ensure efficiency and compliance with GoJ/Agency policy guidelines including FAA Act, Occupation/Health & Safety guidelines, distribution and disposal of assets, as well as traffic and statutory laws as it relates to fleet operations
• Monitors the implementation of systems, policies and procedures for the maintenance of physical facilities, vehicles, and equipment across the Agency’s operations
• Contributes to development and implementation of the Corporate/Operational Plan and Budget for the Administration Unit
• Manages the operations of the Facilities Section of the Administration Unit
• Prepares and submits reports, position papers and other documents as required Managerial/Administrative:
• Control expenditure within budget on contracts of service for equipment, building maintenance and construction, electrical and mechanical systems
• Direct the implementation of systems for preventative maintenance of vehicles, equipment and machinery
• Assess, design and coordinate the implementation of energy conservation initiatives throughout the Agency
• Ensure a satisfactory supply of utility services and upgrade as necessary to include Closed User Group (CUG), internet, electricity, water, telephone service
• Ensure supplier invoices for services rendered are accurate, their work meets established service standards and relevant processes are completed to facilitate their being paid in accordance with agreed credit terms
• Gain approval for and oversee the dispose of, surplus, obsolete or unclaimed property and assets in accordance with established guidelines

Technical/Professional

• Oversee the management of the Agency’s fleet of vehicles in accordance with the Government of Jamaica Motor Vehicle policy.

1. Recommends the purchase of vehicles by type/purpose and quantity based on the Agency’s needs
2. Organize the disposal of vehicles and assets by closed or public auction
3. Reviews and approves exception/after-hours reports for usage of motor vehicles, ensure the availability of adequate and reliable motor vehicles during regular hours
4. Ensure compliance with GoJ guidelines in respect of fuel consumption and use of the fuel advance cards for purchases
5. Perform periodic inspection of motor vehicles, requisite documents, vehicle tracking systems and reports to ensure compliance with Road Traffic Act, and that vehicles are operating efficiently
6. Ensures that drivers are authorized to operate designated vehicles and that they receive scheduled refresher training in the operation of vehicles, occupational health and safety and basic auto mechanics from time to time

• Oversee the maintenance of the Agency’s infrastructure and capital resources

1. prepare terms of references and participate in the selection of contractors for property management, equipment rental and repairs, janitorial services, stationary and office supplies and related projects
2. establish maintenance schedules accordingly
3. disaster preparedness plan implemented

• Provide direct project management oversight for construction/renovation projects ensuring

1. efficient utilization of physical space
2. facilities meet environmental, health, and safety standards, and comply with government regulations
3. timely completion of projects and within budget
4. ensure work orders are done in compliance with service level agreements

• Support the Agency’s customer service strategy by providing technical advice to the senior management on architectural and engineering planning and design, including space and installation management

Human Resource Management

• Promote harmonious working relations and build the performance of staff through human resource management activities such as opportunities for skills transfer establishing performance targets/standards, monitoring performance, providing feedback and initiating corrective action as necessary
• Keep staff abreast of adjustments and new developments in respect of policies, procedures, strategies, service standard requirements and other pertinent matters impacting their contribution towards the Agency’s goals, productivity, and personal/staff and customer satisfaction
• Manage the work of subordinates through effective objective setting, delegation and communication; agrees objectives and performance targets with subordinates and conducts interim and annual performance appraisals
• Manage the workflow in the Facilities Management Section through effective supervision of staff, leave management, assessment of staffing needs, submitting requests to fill vacancies, participate in the hiring process, and recommending promotion, transfer, termination as required
• Assess staff training requirements on an on-going basis and ensures provision of structured training programs and on-the-job coaching to develop required skills and 

Skills
Sound critical thinking and decision making skills
Sound knowledge facilities maintenance practices
Ability to communicate effectively both orally an in writing
Demonstrated ability to work in and contribute to a positive team environment
Sound human relations skills including the ability to negotiate effectively, successfully manage conflict, inspire innovation and confidence among colleagues
Attention to detail and high levels of accuracy