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Facilities Manager Jobs at World Bank in Kenya 2012
Job Title: Facilities Manager – Nairobi, Kenya
Job # 120802
Job Title Facilities Manager – Nairobi, Kenya
Job Family General Services
Location Nairobi, Kenya
Appointment Local Hire
Job Posted 30-Mar-2012
Closing Date 23-Apr-2012
Language Requirements English [Essential]
Background / General description
The World Bank Group is seeking to hire a seasoned professional to serve as the Facilities Project Manager, based in Nairobi, Kenya. The World Bank country office staff based in Kenya, together with International Finance Corporation (IFC) staff in Kenya, will occupy new office premises comprising of a 15,000 sq.m. 21-storey building in the Upper Hill area in Nairobi, consisting of 6 floors of car-parking, 13 floors of office space, a ground floor and a lower level containing the electrical and mechanical plant rooms. The new office premises are currently scheduled for fit-out in 2012-2013; expected occupancy is in July 2013. The role of the successful candidate will be to oversee the provision of integrated building management services to the World Bank Group teams located in the Kenya duty location. The successful candidate will on a day-to-day basis report to the International Facility Manager, GSDCR, based in Washington DC, and will have an official reporting relationship to the Manager for Corporate Real Estate and Facilities (GSDCR) based in Washington DC. S/he will be a key member of the Global Facilities Management team, based in Nairobi, Kenya. The position’s responsibilities include management of the operations and maintenance including testing of the Electrical and Mechanical base-building equipment installed during the remaining warranty period and through the construction work for the fit-out of the tenant floors. The incumbent will be responsible for all preparation and coordination for the present office to be relocated to the new building, and ultimately the oversight and coordination of contracted services for housekeeping, building maintenance, engineering and security. Once the World Bank Group units are established within the new building, the incumbent will also be assigned Facilities oversight for smaller Country Offices in the neighboring East Africa geographical region. In addition to the Facilities Management (FM) role, the individual will provide guidance to the fit-out design activities in terms of design review, site-inspections and witness testing/commissioning of the architectural and engineering systems within the building. The incumbent will report on these issues to the Project Manager GSDCR based in Washington. Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 3 year renewable term appointment.
Duties and Accountabilities
Pre-occupation of building: • Carry out thorough inspection of base building to check for any remaining construction defects. Coordinate with the base-building Contractor to ensure any defect is rectified prior to end of General Contractor’s warranty (6 months from completion and handover of the building). • Follow World Bank-standard FM guidelines and procedures for the operations and maintenance, including Planned Preventative Maintenance (PPM) schedules of the Electrical and Mechanical Equipment installed by the Developer. Ensure maintenance is in accordance to Manufacturers recommendations for all installed equipment, including but not limited to Low Voltage Distribution, Generators, water supply (bore hole) and Fire Suppression Systems. • Provide guidance to the Project Management team, specifically with regard to providing knowledge and experience with the maintenance of materials and equipment proposed in the design stage, materials supply chain and future availability of replacements, warranty and other life span issues. • Receive, review and record all the Building Manuals required to be provided by both the base building General Contractor and the Fit-out Contractor. • Provide onsite Project Management assistance to the Washington–based Senior Project Manager responsible for the fit-out of the interiors, with the intent to become intimately familiar with the infrastructure and systems of the new building. • Document/verify all finishing materials, equipment installed and their suppliers, maintenance manuals and guidelines are in place before occupancy. • Provide FM guidance to delegated coordinators at existing World Bank Group offices, in preparation for move into new building . • Working with the World Bank Group designated local coordinators, and in close coordination with the local IT staff, develop a detailed move program designed to be efficient and time-sensitive. Effectively communicate and address all concerns regarding the move with all staff. • Prepare move plans, organize for packers/movers, transportation, and security coverage and coordinate the occupation of the building in coordination with Resource Management (RM) staff, security and internal IT staff. • Develop and manage an outsourced Building Management team in the new office building which will provide and coordinate all facilities requirements of the building and the users, including but not limited to all Operations and Maintenance of mechanical, electrical and plumbing systems, building envelope and landscape maintenance, housekeeping, waste management, security and parking. Post-occupation of building: • Establish and oversee a Facilities Helpdesk function for reporting and tracking of facilities-related user needs and resolution of reported problems in the new office building. • Receive and attend to all post-occupancy issues from staff in an organized, communicative and transparent manner. • Develop technical and statement of work specifications for building and equipment maintenance services and Annual Maintenance Contracts; participate in the evaluation/selection of bidders responding to RFIs, RFPs, or other contract bidding processes as needed in the new building. • Oversee and supervise contracted vendors in the management of engineering operations, periodic testing, preventative maintenance of all Electrical and Mechanical Equipment and fire/life safety systems. • Review building management and security contractor invoices and recommend for payment by the local RM Officer. Work closely with GSDCR Manager and the designated RM Officer to formulate reporting procedures for monthly expenses. Provide monthly building management budget and expense reports to the GSDCR Manager. • Ensure that established procedures for all fire, life safety and security programs are followed for periodic inspections and staff emergency drills. • Coordinate required building management purchases under $25,000 with local RM Officer using procurements guidelines for Country Office local procurement. • Develop an Asset Management program for furniture, equipment and fixtures for the new office building. • Compile a portfolio of service and supply companies to be solicited for various FM procurement needs. • Develop an effective Greening Program to minimize waste and user impact on the environment; consideration to be given to recycling and effective energy and water management programs to reduce the new building’s footprint. • Review design drawings, specifications and other documents to ensure alignment with Scope of Work, Bank Standards, finishing standards and compliance with fire, life and safety codes. Plan and coordinate office alterations and/or moves dictated by business need. • Oversee and coordinate the development of strategic building management business plans and budgets for on-going facilities programs, and over the long term, for capital replacement requirements.
• A relevant Degree, preferably BA/BS (in Construction Management, Mechanical/Electrical Engineering, Facilities Management) and at least 8 years of direct relevant experience or equivalent combination of 14 years of education and experience. • Thorough knowledge of building infrastructure and engineering systems, local facilities and building codes, regulations, and other laws pertaining to local, universal access and international building codes. • Demonstrated ability to effectively and efficiently manage multiple and/or complex operational issues in a building under minimum supervision. • Excellent spoken and written communication skills. Proven ability to diplomatically communicate with internal clients in Nairobi and World Bank Headquarters at all levels, as well as local government authorities regarding licenses, permits, etc. Effective interpersonal, communication and listening skills, excellent sense of client orientation, and drive for results. • Demonstrated leadership and supervisory skills to effectively manage outsourced Building Facilities staff and other teams to deliver integrated services. • Financial management (cost/investment) skills. • Ability to maintain systematic documentation of contract administration, operations and cost records to facilitate periodic contract audits by Bank internal auditors. • Knowledge and experience with MS Office and AutoCad (or equivalent) essential; knowledge of MS Project, Primavera or equivalent project tracking software desirable. • Willingness to be available on a 24/7 basis in case of a major emergency, system breakdown or security issue. The World Bank Group is committed to achieving diversity in terms of gender, nationality, culture and educational background. Individuals with disabilities are equally encouraged to apply.
Deadline:23rd April 2012