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Call for Application: Facility Management Assistant

Call for Application: Facility Management Assistant

Location: Abuja, Nigeria

Application Deadline: March 11, 2024.

Type of Contract: Full-time

Department: Human Resources and Administration

Post Level: Assistant

Languages Required: English   

Duration of Initial Contract: One year initially (Extendable)

Yiaga Africa, situated in Abuja, Nigeria, is a non-profit civic hub dedicated to fostering democratic governance, human rights, and civic engagement. Our commitment is reflected in comprehensive research, meticulous analysis of key democratic and governance issues, development of practical solutions, and the empowerment of citizens through training to drive positive change within their communities. Through innovative programs, we actively encourage citizenship, safeguard human rights, and enhance democratic governance. Our initiatives involve the establishment of networks and social movements to facilitate social change and transformation, with leadership structures and members spanning all 36 states and 774 Local Government Areas (LGA) in Nigeria.

At Yiaga Africa, we are dedicated to cultivating a diverse, vibrant, innovative, and engaged workforce aligned with our vision of a people-driven, developed, and democratic Africa. We actively promote diversity in terms of gender, nationality, religion/belief, culture, and other dimensions. We strongly encourage young women and individuals with disabilities to apply for this role, assuring the utmost confidentiality in handling all applications.

Yiaga Africa maintains a zero-tolerance policy towards sexual exploitation, harassment, abuse, or discrimination. To uphold these principles, selected candidates will undergo rigorous reference and background checks, along with comprehensive training.

Background

In our quest to shape the future of Yiaga Africa, we are actively seeking a creative and experienced individual with a strong background in Facility Management to join our dynamic team.

We are in search of an outstanding candidate to contribute to the Administration arm of our Human Resources and Administration Department in the role of Facility Management Assistant, reporting to the Head of Human Resources and Administration. The chosen candidate will play a crucial role in overseeing and maintaining our organization’s facilities, including buildings, grounds, specific departments, parking areas, and specialized equipment. Responsibilities also extend to coordinating with any external service providers engaged for property maintenance. This role ensures a safe environment and seamless operation of all organizational aspects, facilitating effective and efficient business continuity.

If you possess the requisite skills and experiences, and you are driven by a passion for growth, we invite you to apply now! The position is initially for twelve (12) months, with the possibility of renewal contingent upon performance and funding availability. The role requires a commitment of 40 hours per week and offers a competitive salary in line with industry standards.

Roles and Responsibilities

As a Facility Management Assistant, the incumbent holds a pivotal role in supervising the operations and upkeep of diverse facets within a facility, encompassing buildings, equipment, systems, and services. Their responsibilities are integral to maintaining the facility’s efficiency and effectiveness. While the list provided is not exhaustive, it serves as a highlight of the key areas they oversee:

Facility Operations:

  • Supervise day-to-day facility operations, including overseeing maintenance, repairs, security, and cleanliness.
  • Coordinate and manage facility services such as cleaning, waste management, landscaping, and pest control.
  • Ensure strict adherence to health, safety, and environmental regulations, implementing necessary measures.

Maintenance and Repairs:

  • Develop and implement a preventive maintenance program to guarantee the continual functionality of equipment, systems, and infrastructure.
  • Oversee routine maintenance tasks, inspections, and repairs, addressing any issues promptly.
  • Collaborate with external contractors and vendors for specialized maintenance and repair services.
  • Maintain accurate records of maintenance activities, equipment warranties, and service contracts.

Space Planning and Utilization:

  • Optimize the utilization of available space within the facility, ensuring efficient allocation and usage.
  • Coordinate office moves, renovations, and reconfigurations with minimal disruption to operations.
  • Ensure compliance with accessibility standards and facility regulations.
  • Facility Projects and Capital Improvements:
  • Plan, manage, and supervise facility-related projects, renovations, and capital improvements.
  • Develop project scopes, budgets, and timelines, and coordinate resources to ensure successful execution.
  • Conduct research, evaluate proposals, and make recommendations for facility upgrades and improvements.
  1. Emergency Preparedness and Safety:
    • Develop and implement emergency response plans and procedures, including evacuation plans, fire safety, and disaster recovery.
    • Conduct regular safety inspections, identify potential hazards, and implement corrective measures.
    • Coordinate with relevant authorities and agencies to ensure compliance with safety regulations and standards.
  1. Stakeholder Management and Communication:
    • Act as a point of contact for internal stakeholders, addressing facility-related inquiries, requests, and concerns.
    • Collaborate with various departments and teams to understand their needs and provide appropriate facility support.
    • Communicate effectively with external stakeholders, such as vendors, contractors, and regulatory agencies.
  1. Sustainability and Energy Management:
    • Identify and implement sustainable practices and energy-efficient initiatives to reduce environmental impact.
    • Monitor energy consumption, water usage, and recycling programs.
    • Explore and recommend strategies to improve facility sustainability and achieve relevant certifications.

Competencies

Corporate Competencies:

  • Demonstrates integrity by modeling the values and ethical standards of Yiaga Africa.
  • Promotes the vision, mission, and strategic goals of Yiaga Africa.
  • Displays gender, region, religion/belief, race, nationality, culture, age sensitivity, and adaptability.

Functional Competencies:

Knowledge Management and Learning:

  • Share knowledge and experience.
  • Actively works towards continuing personal learning and development in one or more practice areas, acts on a learning plan, and applies newly acquired skills.

Development and Operational Effectiveness:

  • Ability to perform various standard tasks related to the provision of facility management services.
  • Good knowledge of Yiaga Africa’s facility management rules and regulations.
  • Good IT skills.

Leadership and Self-Management:

  • Focuses on results for the organization and responds positively to feedback.
  • Consistently approaches work with energy and a positive, constructive attitude.
  • Remains calm, in control, and good-humoured even under pressure.

Required Skills and Experience

  • At least OND in any related field
  • Professional certifications, e.g. CFM, CPFM, CBMM, FMA or IFMA-SFP. HSE certification will be an added advantage.
  • At least five (5) years or more related experience in an NGO is preferred.
  • Excellent project management skills
  • Must have excellent organizational skills.
  • Familiarity with office machines (e.g. scanners, printers, etc.)
  • Knowledge of office and building management 
  • Proficient in English (oral and written)
  • Excellent knowledge of MS Office packages (especially Excel and Word)
  • Communication and interpersonal skills
  • Budgeting
  • Attention to detail
  • Problem-solving
  • Time management
  • Ability to multitask

Language Requirements: 

Fluency in written and spoken English. Proficiency in Hausa or French will be a plus.

How to apply

Interested candidates should fill out the job application form and upload their detailed resume containing their LinkedIn ID, Age, Address, and the contact of referees in MS Word documents here.

Submission should be concluded on or before March 11, 2024.

Only applications sent in the required format will be considered. Only shortlisted candidates will be contacted.

Note: Application will be considered on a rolling basis. Only candidates resident in Abuja will be considered.

Visit the webpage for more information here

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Yiaga Africa is a non-profit civic hub of change makers committed to the promotion of democratic governance, human rights and civic engagement.

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