FACILITIES, ADMINISRATION & HSSE MANAGER
JOB SUMMARY
The Facilities, Administration & HSSE Manager is responsible for the development, implementation and administration of a comprehensive Children’s Authority environmental health, safety and security plan and accompanying maintenance and refurbishment programmes in promoting employee comfort, safety and productivity. The incumbent also creates and implements an effective system of office support services throughout the Authority.
KEY RESPONSIBILITIES AND DUTIES
Develops and executes a comprehensive and integrated facilities and assets management and maintenance plan to preserve the Authority’s physical and corporate assets while ensuring compliance with the applicable national laws and regulations.
Plans and directs essential administrative services such as reception, security, maintenance, mail, cleaning, catering, and waste disposal in support of operational efficiency.
Develops, implements, co-ordinates and enforces policies, standards, processes, procedures and controls that will ensure efficiency, transparency and accountability in the Authority’s management of its facilities and assets, administrative operations, and health, safety and security of persons and property. .
Develops and maintains the Authority’s policies and procedures manuals in the areas of facilities management, administrative management and health, safety and security management,
Prepares Requests for Proposals and accompanying documents to put out tenders for contractors ensuring compliance with the Authority’s procurement policy, guidelines and procedures; and project manages, supervises and coordinates the work of selected contractors.
Develops and maintains an up-to-date register for approved contractors and service providers.
Ensures the proper maintenance of the Authority’s existing facilities and assets, initiates refurbishment and/or customisation works where necessary, and engages in the evaluation and/or renewal of leases.
Ensures that sufficient supplies and resources are available for the delivery of administrative services, maintenance of facilities and ensuring the health, safety and security of employees.
Oversees and manages diverse projects by organising and co-ordinating information and requirements, ensuring the prioritization of the projects and associated activities, and the maintenance of all safety and quality standards leading to successful completion within agreed timelines.
Manages the development, implementation, and co-ordination of automated management information, record-keeping and communication systems customized to meet the Authority’s needs.
Develops, implements, co-ordinates and enforces record management policies, standards, processes and procedures, including the filing, retrieval, retention, destruction, storage and security of all records (and documents) of the Authority.
Develops and implements effective reporting, investigation and resolution systems for addressing facilities-related, administrative and health, safety and security issues.
Takes a lead role in planning for the future development of the Children’s Authority in line with its vision, mission and strategic objectives.
Manages and leads change efforts within the Authority to ensure minimum disruption to core operational activities.
Works closely with the Deputy Director, Corporate Services and other section managers to ensure that the facilities, administration and HSSE processes and services are transparent, time-conscious, adheres to the Authority’s quality standards, and are responsive to customers’ needs and environmental changes.
Provides professional advice, and presents regular reports, through the Deputy Director, Corporate Services to the Director and the Board of Management on the operational activities of the Facilities, Administration and HSSE Section.
Builds, maintains and develops effective relationships and collaboration with service providers, suppliers and other relevant agencies and organisations; ensuring that best practices are maintained.
Develops and conducts comprehensive induction, on-going training programmes and regular professional development opportunities for the Authority’s staff to ensure that they are well-prepared to manage any situation that may arise in the discharge of their duties.
Supervises, coaches and mentors the staff of the Facilities, Administration and HSSE Section including scheduled performance reviews and implementation of personal improvement plans.
Fosters an environment of teamwork and unity of purpose among staff within the Facilities, Administration and HSSE Section, and between the Section and other Sections and Departments of the Authority.
Represents the Authority in an official capacity, as required.
MINIMUM QUALIFICATIONS AND EXPERIENCE
A Bachelor’s Degree in Business Management, Administrative Management, Security Management, Civil, Mechanical or Electrical Engineering or related field from a recognized university is essential.
A post-graduate certification in Project Planning and Management, Security Management and/or Health and Safety management would be an asset.
A minimum of five (5) years’ experience working in any of the areas of facilities management, administration or health, safety and security with at least three (3) years at a managerial level.
Any other equivalent combination of training and experience will be considered.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
Demonstrated leadership and management abilities.
Strong organisational skills.
Excellent project planning, management and implementation skills.
Demonstrated competence in the establishment and monitoring of qualitative and quantitative standards.
Strong working knowledge of building refurbishment and customisation, and maintenance systems, practices and procedures.
Working knowledge of mechanical and electrical services
Ability to read and interpret construction and architectural documents.
Ability to develop Request for Proposals (RFP) documents.
Demonstrated understanding of OSHA regulations and guidelines.
Ability to identify, investigates, research and offer solutions to address complaints, problems and issues affecting the efficient and effective operations of an organisation.
Demonstrable interest in children, their needs and rights.
Demonstrated competence in administrative management tools, techniques and systems.
Working knowledge of procurement methods, practices and procedures.
Ability to work with professionals in various fields toward a single goal.
Proven skills to quickly evaluate complex issues, identify multiple options for resolution, and recommend an appropriate course of action.
Excellent customer service orientation.
Ability to build trust, credibility and effective working relationships with all levels of staff within the organization, and with external stakeholders.
Must demonstrate tact, diplomacy, mature judgement and creative problem-solving skills.
Knowledge of the laws relevant to facilities, administration and HSSE management.
Excellent interpersonal and communications skills (oral and written).
Excellent presentation skills.
Competent in computer usage and the Microsoft Office Suite of programmes (including Word, Excel and Power Point)