Manager, Administration & Property Management, oversees facilities/property operations, requires a relevant Bachelor’s degree in Business/Real Estate/Engineering (Property/Facilities cert preferred). Full-time role in Nairobi.
Job Purpose
To provide strategic
leadership and operational oversight for the Bank’s facilities, property
portfolio, administration services, transport, archival and support services
functions. The role is responsible for ensuring optimal utilization of Bank
assets, regulatory compliance, cost efficiency, business continuity, and
delivery of safe, secure, and productive work environments across all Bank
locations.
Key Responsibilities
Facilities
Management (25 % of the time)
Develop
and implement facilities management strategies that support business operations
and growth.
Oversee
repair, maintenance and replacement of building infrastructure, equipment and
installations across Head Office and branch network.
Ensure
implementation of preventive and planned maintenance programs for all
facilities and assets.
Manage
service contracts for generators, UPS systems, elevators, fire equipment, HVAC
systems, cleaning, landscaping, pest control and related services.
Monitor
service providers against agreed Service Level Agreements (SLAs).
Ensure
compliance with health, safety, environmental and fire safety regulations.
Prepare
and manage facilities maintenance budgets while ensuring cost efficiency and
value for money.
Oversee
branch equipment leasing arrangements and lifecycle management.
Key Deliverables
Asset
uptime and availability.
Compliance
with statutory inspections.
Maintenance
budget adherence.
Service-level
compliance from vendors.
Successful
delivery of branch and office projects.
Administration
& Property Management (65% of the time)
Property Management (40% of
the time)
Develop
and execute the Bank’s property and premises strategy.
Manage
acquisition, lease negotiations, renewals, relocations and disposal of premises
and assets.
Oversee
administration of all owned and leased properties.
Ensure
timely acquisition and renewal of statutory licenses, permits and regulatory
approvals.
Manage
landlord relationships and resolve tenancy matters promptly.
Coordinate
branch expansion, refurbishment and relocation projects.
Optimize
utilization of office space and property assets.
Identify
opportunities for digitization and automation of administration and facilities
management processes.
Manage
budgets for rent, rates, utilities, licenses and related property expenses.
Review
and verify property-related invoices, leases and contractual obligations.
Ensure
timely settlement of rent, utilities and property-related obligations.
Drive
initiatives aimed at reducing occupancy and operational costs.
Key Deliverables
Regulatory
compliance across all properties.
Effective
lease management.
Reduced
occupancy costs.
Optimal
asset utilization.
Archival, Stores, Mailroom and
Courier Services (15 % of the time)
Manage
outsourced records management and archival service providers.
Ensure
secure retention, retrieval and disposal of records in accordance with
regulatory requirements.
Oversee
mailroom operations and internal distribution services.
Manage
courier service contracts and performance standards.
Ensure
efficient inventory management practices within stores operations.
Key Deliverables
Timely
record retrieval.
Secure
records management.
Efficient
mail and courier service delivery.
Transport Management (10% of
the time)
Oversee
management of owned, leased and outsourced transport resources.
Develop
fleet utilization and cost optimization initiatives.
Manage
vehicle maintenance schedules and regulatory compliance.
Coordinate
transportation requirements for business units.
Manage
taxi service providers, vehicle leasing companies and other transport vendors.
Monitor
fleet performance, utilization and costs.
Key Deliverables
Fleet
availability and utilization.
Cost-efficient
transport operations.
Compliance
with transport regulations.
Leadership
and People Management (10% of the time)
Deputize
for the General Manager, Shared Services when required.
Lead,
mentor and develop direct reports to achieve high performance.
Establish
and monitor departmental KPIs and performance objectives.
Drive
employee engagement, succession planning and capability development.
Foster a
culture of customer service excellence, accountability and continuous
improvement.
Review
and develop policies, procedures and operating guidelines relevant to
Administration and Property Management.
Key Deliverables
Strong
team performance.
Effective
succession planning.
Improved
staff engagement and productivity.
Direct Reports to this Position:
Manager,
Administration – 1
Administrator,
Logistics – 1
Customers of this Position:
All
Departments and branches
Regulatory
Authorities
All Bank
customers
Service
providers
Knowledge/Skills and required for
this Role:
Ability
to work interact with multiple stakeholders at all levels of the organization
Leadership
and mentorship skills
Good
communication and interpersonal skills
Technical
ability to understand and interpret architectural designs, quantity surveying,
property management, engineering, building technology, legal, and general
administration.
Adequate
Computer Literacy
Qualifications & Experience
Academic
Qualifications
Bachelor’s
Degree in Business Administration, Real Estate, Property Management,
Architecture, Building Economics, Quantity Surveying, Engineering, Construction
Management or related field.
Professional
certification in Property Management, Facilities Management or Project
Management will be an added advantage.
Experience
Minimum 5
– 7 years’ experience in property, facilities or construction management.
At least
5 years’ experience managing vendors, contracts and service providers.
Experience
managing multi-site property portfolios and facilities operations.
Experience
in the banking or financial services sector is an added advantage
Personality Requirements
Ability
to evaluate expenditure decisions, develop and manage both operational and
capital budgets
Ability
to communicate effectively across all levels of the organization
Ability
to multitask and work quickly to efficiently provide positive outcomes
Excellent
analytical, problem solving and decision-making skills
Excellent
verbal, listing and written communication skills
Ability
to lead, inspire and motivate direct reports
Ability
to plan, organize, delegate, audit, coordinate and prioritize department
workload
Ability
to resolve conflicts
Core Competencies
Technical
Competencies
Property
Portfolio Management
Facilities
Management
Contract
& Vendor Management
Budgeting
& Cost Control
Project
Management
Regulatory
Compliance
Risk
Management
Asset
Lifecycle Management
Behavioral
Competencies
Strategic
Thinking
Leadership
& Team Development
Stakeholder
Management/Negotiation & Influencing Skills
Decision
Making
Problem
Solving
Planning
& Organizing
Communication
& Interpersonal Skills
Accountability
The role is accountable for:
Property
portfolio performance.
Facilities
and infrastructure availability.
Administration
and support services effectiveness.
Departmental
operating and capital expenditure budgets.
Regulatory
and statutory compliance.
Service
provider performance.
Bank
assets, equipment and facilities.
Business
continuity related to property and facilities operations.
Processes
and procedures
Delegated
authority
Departmental
budgets
Resources
– facilities, installations, equipment, vehicles, assets managed
Customer
Focus
Ability
to coordinate multiple projects at the same time
Ability
to work long hours with extensive travel
