o The Procurement Officer is responsible for Infrastructural development projects, properties, and assets management, supervising support/ancillary property services.
o S/he is also responsible for preparation of reports and records of properties management in line with Administration Policies and Procedures Manual.
Essential Duties and Responsibilities:
o Identify premises and negotiate lease terms.
o Handle project contractual issues.
o Preparation of maintenace plans and supervision of maintenance of premises and other assets.
o Space rationalisation planning.
o Recommend asset allocation and movements.
o Oversee valuation of properties.
o The Administration Department ensures that FINCA premises, infrastructure, supplies, materials are in good quality, well maintined and visually appealing.
o In collaboration with marketing, they ensure marketing materials and office supplies are procured and distributed in a timely manner to ensure and ongoing seamless client servicing.
o Project Planning
o Feasibility study for proposed projects.
o Development of project brief.
o Liaise and coordinate with project consultants and contractors.
o Recommend contractors.
o Provide material specifications
o Carry out inspections on on-going projects.
o 8 Motivate for progress payments.
o Supervise projects and coordinate the process.
Maintenance and insurance
o Ensure company has adequate insurance cover for its properties
o Process insurance claims.
o Equipment servicing e.g. fire extinguishers, air cons, generators etc.
o Ensure repair and maintenance of all premises and facilities (incl. telephones etc)
o Inspection of premises and preparation of inspection reports.
o Update the Administration Manager on procurement requirements
o Prepare a variance report for Capex and or opex budgets against expenditure that take place in the month.
o Prepare a variance report for the projections against actual expenditure that take place in the month.
Searching branch locations
o Search and recommend new locations for branches as shall be authorized and coordinate the change to new location of existing branches
o Assist the Administration manager in all phases of construction / maintenance of new and existing branches
o Coordinate to ensure the launching of the branch is done on time, on budget and according to FINCA branding standards and under the law.
o Ensure proper oversight of contractors renovating / building new FINCA offices
o Must have a very professional working relationship with engineers, architects and the landlord who are integral elements of the construction process.
o Must plan and liaise with other colleagues/departments to get things together at the right time and place; for example with procurement, marketing, IT etc
o Ensure regulations relating to health safety and the environment are up to date on construction sites and existing branches
o Provide weekly report with appropriate recommendations on the evolution of construction/maintenance projects
o Recommend for procurement committees vis a vis construction/maintenance
o Ensure smooth relations with all landlords/caretakers and coordinate so that rents are paid on time
o Lease with the legal department in relations to contracts and any other legal aspects related to all branch locations
o Coordinate to obtain all necessary permits and licenses.
Education And Experience
o A business related degree from a recognized university
o A minimum of one (1) years experience in facilities officer Job
o Fluency in English is required.
o Any other Local Language
o Working knowledge of MS Excel, and MS word is a must.
o Availability of utilities e.g. electricity, water
o Availability of branch offices on time
o Capital expenditure performance versus budget
o Operating Expenditure within budget
o Leases are managed or renewed on time
o Rental costs are within budget
o Assets are adequately insured and claims are lodged on time
o All Departments, All Staff, Admin Manager, CFO, CEO
o Availability to travel 40-60%