Senior Manager, Facilities Management

1 month ago

Lagos, Nigeria Oando Full time

Purpose

  • Provide strategic support to the business by developing sustainable initiatives and innovative solutions, using best in class processes, technology and a motivated team to optimize efficiency with focus on consistent service improvement.

Supervisory Responsibility

  • Facilities & Services Snr. Associate All locations in Nigeria
  • Admin. Services Officers and Drivers All locations in Nigeria
  • Switchboard Operators, Maintenance officers, Mailroom staff, Airport staff
  • Stewards/Cooks for Lagos & Abuja Management Guest House
  • Outsourced Services for Abuja Staff Guest House

Scope of Responsibility & Accountability

  • Negotiation and Contract administration for service providers
  • Direct the development and implementation process reviews to improve efficiency in service delivery
  • Manage and appraise leasing and operations of facility space and Oando Property Investments
  • Effectively manage costs both CAPEX & OPEX for facility maintenance and make recommendations for high-impact cost savings aligned with the strategic directions of the business
  • Managing Landlord/Property Managers relationships
  • Effectively manage the services payables to eliminate service downtime
  • Manage and implement effective travel management techniques to optimize the travel process and costs
  • Project management of facilities upgrade and modification

Education, Experience & Skill

  • A good university degree with Facility Management related training or professional body affiliation.
  • Proven experience in administration with at least 10 years’ experience.
  • Prior General Administration experience is an advantage.
  • Excellent interpersonal, communication, and negotiation skills
  • Accounting, analytical and numeracy skills
  • Passion, initiative and drive to continuously develop and work with creativity and innovation
  • Strong problem-solving skills and customer service skills
  • Ambitious and result oriented self-starter with initiative and strong drive
  • A keen planner and strategist with skills in operations, team building, co-ordination, negotiation and contract management.
  • Oil & Gas Industry Dynamics
  • Negotiation & Contract Management
  • Medium to expert user of the MS Office suites Excel, PowerPoint, Word, Outlook

Core Competencies

The incumbent should demonstrate competency in some or all of the following:

  • Behave Ethically: Understand ethical behavior and business practices and ensure own behavior and the behavior of others is consistent with these standards and aligns with the values of the organization
  • Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.
  • Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
  • Focus on Member’s Needs: Anticipate, understand, and respond to the needs of members and external stakeholders to meet or exceed their expectations within the organizational parameters.
  • Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problem, and make decisions that enhance organizational effectiveness.
  • Lead: Positively influence others to achieve results that are in the best interest of the organization.
  • Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization
  • Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities.
  • Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
  • Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

Major Responsibility Area

  • External and Internal Customer Relationship Management
  • Manage leasing and operations Offices and residence of facility space to ensure it remains safe, secure, and well-maintained.
  • Direct the activities of service vendors and implement service quality review procedure to track and monitor the performance of service vendors and 3rd party service providers.
  • Drive the implementation of a facilities Risk Management framework
  • Monitor and review of SLAs with vendors to ensure cost optimization benefits are derived.
  • Develop and implement strategies to manage travel budgets in order to optimize costs
  • Drive periodic policy review and updates in line with best practice and industry standards
  • Ensure service invoices to entities are reviewed and raised by Finance
  • Direct the optimization of existing Services processes with the aim of driving efficiency and improving turnaround time
  • Drive the implementation of training and coaching plan for direct reports in order to improve their performance
  • Manage relationships with 3rd party vendors to help foster service consistency
  • Negotiate financial and incentive based contracts with airlines, hotels and travel companies locally and international in order to aid cost optimization
  • Champion the electronic document deposit and retrieval process while ensuring the integrity and safety of company documents
  • Drive the contract negotiation process for all company purchases
  • Manage the vendor administration, appraisal process and feedback mechanism
  • Manage Group purchasing requirements
  • Review or update supply chain policy and process in accordance with new standards, regulations, or laws.
  • Manage the vendor appraisal, supplier development, feedback process and monitor supplier performance to assess ability to meet quality and delivery requirements.
  • Negotiate prices and terms with suppliers
  • Manage the vendor management process- new supplier, vendor update, account mapping etc.

Key Performance Indicators

  • Adequacy and effectiveness of plan in facilitating the attainment of business goals and objectives
  • Internal Customer satisfaction levels & Timeliness and effectiveness of service delivery.
  • Performance on internal audit examinations; number and complexity of queries raised
  • Ease of retrieval and utilization of services-related documents and reports
  • Effectiveness of relationship with service providers
  • Effectiveness of the unit budgeting and budget monitoring efforts
  • Invoice aging
  • Timeliness and effectiveness of reports
  • Timeliness of processing and payment of invoices

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