Temporary Facilities and Asset Officer

facilities and Asset Officer

JOB PURPOSE
To oversee the operations of the records unit; to coordinate and ensure the provision of efficient 
facilities maintenance and management services to meet the Agency’s standards and assure the comfort and 
convenience of customers and staff as well as the maintenance of properties and non-ICT equipment 
owned and/or operated by the Agency and to properly account for asset movement, removal and 
disposal.

KEY OUTPUTS

▪ Identification of Assets acquired; removal and disposal of assets.
▪ Reports on movement of files/records
▪ Inventory of assets
▪ Catalogue of high, medium and low risk assets
▪ Preventative maintenance system and schedule
▪ Operating policies and procedures
▪ Accident Reports and Insurance claims
▪ Authorized invoices
▪ Adequately maintained properties
▪ Monthly Reports
▪ Staff work schedule/plans/performance appraisals

PERFORMANCE CRITERIA
▪ Operational records are properly stored and are easily retrieved when requested by internal and 
external customers.
▪ Documentation of Retention schedule of removed files.
▪ Availability of –up to date fixed assets inventory.
▪ The proper identification and location of company assets
▪ The prompt reporting of loss items
▪ Well maintained buildings and grounds property management
▪ Excellent Interpersonal Skills
▪ Sound judgment, decision making and problem-solving skill
▪ Confidentiality and integrity are exercised.
▪ Compliance with stated accounting procedures and practices

WORKING CONDITIONS

Normal Working Hours   Monday to Thursday      8:30 – 5:00
                                   Friday                           8:30 – 4:00


Work Environment                            Normal office conditions


SPECIAL WORKING CONDITIONS

May be required to work beyond normal working hours.


LIASES WITH


Internally: Executives, Managers, Supervisors and other internal stakeholders
Externally: Governments Records Management Division, Landlord and/or their Agents, Agency external 
storage partners, contractors and workmen.


JOB RESPONSIBILITY

▪ Ensures that procedures for the removal and disposal of assets are in keeping with - Agency 
Policy.
▪ Identifies and document losses and seek recovery through the appropriate channels.
▪ Develops, implements and updates policy, procedures and guidelines for the management of records.
▪ Monitors effectiveness of records management system and recommend changes to improve efficiency.
▪ Liaises with Archives and Records Centre and external storage providers
▪ Recommend proper storage for removed files during their retention period.
▪ Ensure the efficient administration and management of buildings and grounds, to ensure timely 
repairs, and maintenance that meet the Agency’s quality standards.
▪ Design, implement and monitor the Agency’s daily, weekly, monthly, quarterly and annual 
maintenance plan
▪ Regularly inspect the property in order to identify maintenance problems at both campuses.
▪ Identify and make recommendations regarding replacement versus repair, the necessity of upgrading 
items, and cost of such supplies and equipment
▪ Supervise and coordinate the work of contractors to ensure that the job has been completed 
satisfactorily and following up on any deficiencies.
▪ Create a schedule for the regular evaluation of the facilities
▪ Participate in the development of policies and procedures that affect the use of the Agency’s 
facilities
▪ Create monitoring systems or programmes to detect problems as early as possible
▪ Develop a system for cleaning, repair and maintenance of facilities
▪ Manage activities geared toward improving the general aesthetics of the facilities to include 
painting, decor and office furniture
▪ Maintain records of the types and frequency of service requests received and complete
▪ Make recommendations concerning contracted services
▪ Liaise with external service providers to ensure that service is provided as required.
▪ Ensures that the Fixed Asset Register is maintained in an efficient manner.
▪ Enforces the standards and rules of professional conduct for staff within the Section.
▪ Ensure staff is aware of and operates in accordance with all relevant laws and policies.
▪ Conduct site visits to offsite storage facilities and branch locations
▪ Undertakes administrative duties in respect of staff supervised including appraisal of staff, 
recommend the grant of leave and the proposal of training opportunities.
▪ Recommends, engages and participates in continuous process improvement of the Agency
▪ Performs other related duties as assigned from time to time by the Finance, Risk & Asset 
Executive

JOB DIMENSION/AUTHORITY
▪ Developing Records management policies and procedures
▪ Ensure that asset removal and disposal conforms to company standards.
▪ Take disciplinary action in accordance with the Agency’s HR policies and procedures.


KEY COMPETENCIES
▪ Sound knowledge of facilities and property management
▪ Good project management skills
▪ Sound Records Management skills
▪ Good knowledge of relevant computer applications.
▪ Excellent time management skills.
▪ Good communication and human relations skills
▪ Solid organizational and administrative skills

QUALIFICATION & EXPERIENCE
▪ B.Sc. in Facilities Management or equivalent qualification/training.
▪ Working knowledge of Microsoft Projects or other suitable software as Project Libre.
▪ Competent with Microsoft Excel
▪ Certification in Records Management
▪ Two (2) years’ related experience of which at least one (1) year should be at a supervisory 
level.