Facilities Coordinator
Facilities Repair and
Maintenance
Attend to facilities (UPSs, HVAC,
Gensets, Inverters, Lifts, electric fences, fire suppression systems etc) calls
and requests raised from various users across the bank within SLA ensuring
minimal disruption to normal business operations and keeping all the
stakeholders constantly informed of progress at every stage of progress.
Maintain a failure log for all reported faults vis a vis the equipment and
associated rectification costs incurred
Offer on-phone user support on lighter
issues such as trouble shooting and contractor liaison for reported faults.
Maintain up to date preventive
maintenance plans for various facilities/sites. Coordinate with respective
vendors for PM to be carried out on schedule. Log any arising issues from PM
exercises in a tracker and follow to closure
Coordinate EMI exercises for various
sites/facilities as per statutory requirements or as needed. Analyze the
reports and log any identified issues. Follow all to closure.
Attend to all HD logged calls in a
timely manner. Target 100% closure within SLA
Foster good working relationship with
various property managers at various bank sites. Offer support in addressing
all facilities and premises related issued raised by the property managers at
various sites including Westend, Bishops Gate, Diani, ABSA Sports Club and G4S
at Supplies complex MSA road
Contractual
Services Maintenance Management
Manage 3rd party relationships for
contracted services ensuring service delivery as per the contractual
obligations are met. Monitor performance of all contract arrangements in place
and provide constant feedback and where applicable MI both ways. Ensure acceptable
E2E service levels as per the stated KPI protecting best interests of the bank
Ensure quality supply of maintenance
services as contracted and within contractual schedule including maintenance
services on UPSs, Aircons, Generators, Lifts, Monitoring systems etc. Keep a
schedule detailing service type, vendor and timelines
Electro-Mechanical
Support for Critical Sites/Data Centers
Attend to all electro-mechanical
facilities support for data centers and critical sites including contract-based
routine maintenance services, new installations, and engineering resilience.
Scoped sites include Westend, Ngong Data Recovery Site, Bishops Gate Data
Centre and BCM site. Manage all facilities contracts related to Data Centers
and critical sites
Attend to SNOW logged calls. Monitor
and keep the system up to date with latest updates
Maintain liaison with IT on any
arising issues related to Data Centers and critical sites and their associated
environments. Always observe the set Data Centre access protocols
Facilities Management
Support to Associate Entities
First Assurance Kenya (FAK) – Support
FAK in delivery of branch network strategy including:
Prepare facilities BQs, analyze
tenders and offer technical recommendations.
On site job supervision
Attend to any technical issue
originating from FA
Bank Accommodated Staff &
Expatriates Residences – Attend to any facilities issues raised by users on
site. Includes maintenance of all items enjoyed by the staff within their
package. For installations including generators, inverters, general electrical
works and electric fences:
Carry out site survey,
prepare BQs,
analyze tenders and offer technical
recommendations,
on-site work supervision and handover
ABSA Pension Fund – Act as a liaison
on all facility management issues with property managers ensuring arising
issues are addressed in a timely manner and at reasonable cost. Attend to any
issues raised by ABSA Pension Services (BPS). For new installations support in:
Carry out site survey,
prepare BQs,
analyze tenders and offer technical
recommendations,
on-site work supervision and handover
Projects and General Facilities Management Best Practice
Conduct site visits to Branches/Head
office Departments to take details of proposed works to help in preparation of
scope of works and working drawings
Carry out discussions with contractors
on proposals for new equipment and repair works to ensure that high quality is
achieved at minimum costs
Analyze tenders received through
consultants/ procurement and recommend approval/award of works to the most competitive
contractor
Supervise on-going repair and
construction works by regularly visiting the sites allocated to ensure
contractor is:
Following agreed specifications
Achieving quality workmanship
Adhering to Bank’s approved design
guidelines
On-schedule and there are no delays
Customer
Service 10%
Seek to attend to facilities requests
within set SLAs
Keep clients posted on with updates on
progress for queries raised
Conduct regular user and site visits
for assessment of ongoing works to ensure quality and integrity of
electro-mechanical installations
Proactively advising the business on
power interruptions, planned maintenance and service on equipment to ensure
business continuity with little or no interruption to BAU operations
Team
& Self Development – 10%
Champion the development and embedding
of best practice models within the team
Contribute to team spirit and team
morale, bearing in mind the particular demands placed on colleagues during the
periods of leave.
Hold service review meeting with other
team members to enhance team spirit and proactively participate in other
departmental meetings
Put leave plan in place and adhere to
mandatory leave requirements as per HR leave policy
Planning
and Controls – 10%
Hold and manage a live record of
inventory of bank facilities. Mainly generators, ACs, UPSs, inverters and ATMs
Keep record of all newly acquired
assets and monitor movement of assets
Provision of proper contractors/
consultants’ details to branch official to ensure proper identification before
access is given
Maintain up to date PM schedule for
all critical sites
Manage risk and control effectively by
applying applicable risk frameworks and embedding a positive risk culture.
Deliver Green Audits/RCSAs and ensure
timely closure of all issues raised
Ensure a Green RAG status on ACM
capture and upload month on month
Records Management should be done in
line with the existing policies
Technical
Skills
Communication skills
Report writing/presentation skills
Leadership skills
Ability to interpret drawings and
contract documents
Technical skills
Organizational skill
Knowledge Experience
& Expertise
Knowledge
of the bank’s products services and policies and or other specialist knowledge
required to undertake the role:
Clear understanding of Bank’s premises
design guidelines, security requirements and Bank’s operational standards
Knowledge of local policy on energy
management, NEMA, County bylaws
Knowledge of procurement and sourcing
of reliable service providers.
In-depth understanding of Health and
Safety regulations.
Clear understanding of tendering
procedures.
Other
requirements specific to the role:
Knowledge of Local Authority Building
Act and regulations
Knowledge of Law of Contract
PC Skills
Training likely to assist
effectiveness in the role and may have been completed prior to undertaking this
role:
Professional Training being offered at
Public Universities e.g. Bachelors degree in Engineering, Energy Management
Application Feedback – 17th May
2023***
Education
Higher Diplomas: Business, Commerce
and Management Studies (Required)
How to Apply