PURPOSE OF THE ROLE
The Head of Facilities and Maintenance will primarily be involved in the management of all the Academy facilities hard and soft services. This includes responsibility for ensuring:
- Planned, preventative maintenance of all facilities and services.
- The provision of food services, housekeeping, laundry, pest control, and gardening services are professional, of high quality, and fit for purpose within the vision of the Aga Khan Academies.
- All buildings are safe and performing adequately.
- The buildings are clean and professional protocols are being followed.
- The security of the building is adequate and being monitored.
- All systems and staff are in place for all aspects of maintaining the facilities and soft services to a very high standard.
Responsibilities extend to the timely delivery and completion of all technical services, repairs, and upgrades, including the annual budget and financial oversight of the Facilities and Maintenance functions.
KEY RESPONSIBILITIES
Primary Responsibilities
- Oversee the work of the Facilities and Maintenance Manager and set up and put in place processes for the following:
a. Upkeep and maintenance of all facilities and systems (electrical, mechanical, sanitary) under the Academy.
b. Conduct regular inspections, identify repairs needed, and prepare a detailed yearly maintenance program for all the facilities.
c. Where needed, prepare and monitor a multi-year repair plan based on evaluations and inspections of the facilities.
- Oversee the work of the Assistant Admin Manager and set up and put in place processes for the following:
a. Ensuring that the catering on campus is fit for purpose with good dietary and financial value.
b. Ensuring that security on campus is of the highest quality to ensure the safety of all personnel and property.
c. Establishing and maintaining housekeeping, landscaping/gardening, pest control, laundry, and maintenance functions sufficient for the efficient operation of the Academy and to an appropriately high standard.
- Prepare annual, medium, and long-term facilities planning budget for upkeep and maintenance of the facilities and carry out the small repairs as needed.
- Oversees all facets of the daily operations of the organizational units, ensuring compliance with Government, local authority, and municipality policy, regulations, best practices, and AKS standards.
- Ensure all technical services meet the specifications and standards set by the respective manufacturers and industry protocols, and as directed by the supplied warranty.
- Proactive management and reporting on energy and utilities consumption for the Facility, with a view to optimizing the same.
- Develop or assist with the development and implementation of policies and procedures consistent with those of the organization to ensure efficient, sustainable, and safe operation of all the facilities.
- Develop the Facilities Management Procedures Manual in conjunction with the Head of Facilities and Maintenance and Maintenance India.
- Oversee activities of contractors, vendor personnel, and suppliers; monitors contracts for compliance and controls costs; monitors general expenditures of facilities teams.
- Supervise personnel that typically includes recommendations for recruitment, separation, performance evaluation, training, work allocation, and problem resolution.
- Keep current and complete records of all repairs and maintenance services.
- Implement a culture of continuous improvement through investigation, recommendation and implementation of solutions that will increase the performance and/or life of the building equipment and systems.
- Contribute data, analyses, statistics, KPIs and benchmarks for monthly reporting
- In liaison with the Head of Facilities and Maintenance and Maintenance India, prepare and present monthly operational and financial reports to the Head of Academy and the Head of Property Development.
- Conduct annual facilities condition audits and prepare report with recommendations for facility improvements and performance optimization.
- Play a role in representing the Academy at external events (if required) and where appropriate organize and help plan functions or events at the facilities.
- Prepare and manage annual budgets in accordance to the expectations and guidance of management (in coordination with and the Academy Head of Finance).
- Prepare and present operational reports on a timely basis for the review and guidance
- In accordance to manufacturer and supplier specifications, help develop and implement an operations and maintenance plan for each of the facilities. This will include but not be limited to; arranging regular maintenance of the mechanical, electrical, plumbing, HVAC, and other systems; managing the maintenance of the architectural and structural systems; implementing inventory control systems; arranging for regular and appropriate maintenance of the landscaping and outdoor facilities, and developing an efficient database system for all technical and other relevant documents.
- Assist the security department in emergency/disaster preparedness and recovery plans.
- Ensure proper care in the use and maintenance of equipment and supplies; promotes continuous improvement of workplace safety and environmental practices.
- Ability and responsibility for the oversight and management of all phases (initial project brief development, design- concept/schematic/detailed, procurement, construction, commissioning, handover, operation) of any capital construction project within the academy land, inclusive of co-ordination with authorities for construction and operational permissions and approvals.
- Perform miscellaneous job-related duties as assigned.
General Responsibilities
- The Head of Facilities and Maintenance will form part of the Academy Extended Senior Leadership Team.
- Develop, and work in accordance with all necessary Standard Operating Procedures for facilities management.
- Co-ordinate where necessary with contractors for defects identification and clearance.
- Operation of the facilities management software when implemented.
- Be aware of local law and municipality requirements, ensuring that the Academy is fully compliant at all times.
- Perform the role of the primary coordinator between the facilities teams, Academy Management and third party service providers.
- Provide leadership of all facilities teams.
- Prepare detailed facilities maintenance reports and progress reports for minor and major works as per the established timeline (monthly, quarterly etc.) including utility motoring and consumption.
- Identify key risks and corresponding mitigation measures in the management of all facilities and projects to minimize operational downtime and ensure the value and life span of the facility assets are maintained.
- Emphasize the importance of a customer-focused and quality-driven, technical and soft services approach.
- Ensure technical services are delivered on time at the required quality and agreed cost.
- Ensure compliance with the AKDN Green Buildings Guidelines
- Prepare funding requests for submission on monthly basis
- Review, prepare, and approve invoices from 3rd party service providers and certify for payment
- Track costs against approved budgets in coordination with the Finance Department
- Ensure all operational documentation is in place, proper storage and filing of all facilities and project documents to comply with the Document Management System (DMS) and ensure proper archiving of all documentation
- Provide technical input in any 3rd party contract discussions
- Ensure that the interests of the Academy are protected at all times
- Demonstrating and championing the highest ethical, professional, and technical standards in all dealings with faculty, admin staff, student residences and dorm parents, suppliers, service providers and the entire Facilities Management team.
- Perform other responsibilities related to facilities management and projects as assigned.
QUALIFICATIONS
- Degree in Civil, Mechanical, Electrical or Structural Engineering. Or Diploma in project management or facilities management or Degree with 10 years experience in facilities management.
- Certification in
Project Management (e.g., PMP, PRINCE2)
or Facilities Management (e.g., IFMA, BIFM/ IWFM)
. - Experience in implementing
sustainability initiatives
, energy efficiency programs
, or smart building technologies
. - Strong
budget management, contract administration, and stakeholder engagement
capabilities.
EXPERIENCE
- Minimum 5 years experience in multi location facilities management, preferably in Educational facilities.
- Experience initiating and managing construction projects as an end user.
- Clear experience in forming taskforces to deal with rapid upgrading of facilities.
- Clear experience understanding of all local legislation and processes for the gaining necessary approval and permits for minor and major projects.
- Clear experience understanding all legislation for the operation of buildings and facilities (sanitary, fire, environmental, electrical, health, safety and welfare).
KNOWLEDGE AND COMPETENCIES
- Strong domain knowledge of facilities management systems and processes.
- Knowledge of accounting practices.
- Proven ability in using facilities management software systems.
- Skill in liaising with government bodies for obtaining necessary approvals for each facility.
- Ability to anticipate and resolve problems and advise the management well in advance of decisions to be undertaken.
- Strong oral and written skills in Portuguese and English.
- Strong strategy focus.
- Strong project planning skills.
- Innovative and quick to adapt to change.
- Skilled in team building, people management and conflict resolution. Skill in organizing resources and establishing priorities.
- Credible, trustworthy and high on integrity and ethical values.
- Strong interpersonal skills and ability to develop and maintain positive working relationships with diverse people, including 3rd party service providers, institutions and the community at large.
- Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
- Ability to develop and maintain recordkeeping systems and procedures.
- Ability to supervise, train and mentor employees, to include organizing, prioritizing, and scheduling work assignments.
- Knowledge of mechanical systems, building materials, and emergency maintenance.
- Knowledge of emergency and disaster recovery planning.
- Self confidence, ability to write and present reports well.
