This role is responsible for efficient management and maintenance of the bank's facilities and equipment, adhering to policies and procedures. Key responsibilities include overseeing Service Level Agreements (SLAs), maintaining budget control and ensuring high standards. The role involves coordinating routine maintenance, troubleshooting equipment, and ensuring the safety, functionality, and operational efficiency of the infrastructure, supporting a seamless banking environment for employees and customers.

Key Accountabilities

 Governance:

• Assist the Facilities Manager in reviewing, establishing, and adhering to policies, processes, and tools for optimal efficiency, compliance, and cost containment in facilities management activities.
• Ensure all facilities-related audits comply with regulations and policies.
• Help supervise the closure of audit findings from Health & Safety, Electrical Safety, and Energy Audits.
• Support compliance with regulatory legislation related to facilities management.
• Collaborate with the HSE and Facilities Managers to implement and ensure adherence to the OSHA Act and the bank’s Health & Safety Policy.
• Ensure an audit-ready environment for both internal and external audits.
• Supervise the planning and execution of facility inspections, ensuring compliance with company control policies.

Facilities Management Financials

• Provide supervisory support in coordinating the facilities team to resolve service requests and update cost trackers, ensuring defects are corrected within SLA.
• Assist the Facilities Manager in overseeing facilities needs across all regions and Head Office locations, tracking and reporting progress.
• Support the development and implementation of a cost-effective facilities management program, including preventive maintenance and lifecycle requirements.
• Help minimize expenditures, maximize revenues, and adhere to budgeted cost parameters.
• Assist in reconciling and producing monthly payment runs, including outgoing adjustments and auditing facilities-related accounts prior to payment.
• Support lease negotiations to achieve at least 10% savings in Facilities Management.
• Contribute to the Bank’s sustainability initiatives and track financial benefits from implemented projects.

Facilities Contracts

• Oversee the administration of the contract execution/renewal program, ensuring actions are taken at least six months prior to expiration.
• Assist in the timely review of contracts with the Legal Department before execution.
• Ensure 100% completion of contract executions.

Facilities Management Reporting/Internal Processes

• Assist the Facilities Manager in tracking and reporting weekly, monthly, and quarterly on Facilities Department processes and initiatives.
• Support the planning, execution, and tracking of facilities projects.
• Aid in overseeing the organization and implementation of facility maintenance, repairs, and inspections.
• Maintain an up-to-date Facilities Contracts database.
• Monitor and report on the progress and completion of assigned works, preparing post-occupancy evaluation reports.
• Stay informed on the latest market trends in Facilities Management.
• Support branch fit-out and refurbishment projects as needed.
• Build expertise in Energy Management initiatives across the company, serving as an internal leader on trends, frameworks, and benchmarks in the banking sector.
• Innovate solutions to reduce energy waste and cut costs.
• Collaborate with relevant departments to run Energy Management programs and implement the energy plan.
• Work with senior leadership to develop goals, metrics, and processes for measuring energy management performance.
• Partner with HSE, ESG, and Sustainability to produce the annual Sustainability Report, benchmark performance, and recommend improvements.

Stakeholder Engagement (Supply performance; Customer satisfaction)

• Assist the Facilities Manager in preparing all facilities-related correspondence, including supplier performance communications.
• Collaborate with the Facilities Manager, Legal Department, and Property and Facilities Manager to execute contract penalties for Facilities Contracts when necessary.
• Support scheduling regular site visits and stakeholder engagements.
• Help the Facilities Manager organize and host vendor functions.
• Foster strong internal and external customer relationships, ensuring customer satisfaction with our support.
• Assist in scheduling and implementing internal and external stakeholder engagements, including meetings, customer experience interactions, and branch visits.
• Monitor supplier performance and take corrective actions when needed.
• Conduct regular snag checks at branches and vendor premises/warehouses as required.
• Support the Facilities Manager in overseeing Facilities’ needs across all regions, tracking and reporting on progress.
• Assist with Business Continuity Planning, including team management, leave planning, and branch visit scheduling.

Qualifications

 Academic, Professional Qualifications & Experience:

• Bachelor’s degree in electrical engineering or other relevant disciplines.
• Registration with the Engineer’s Board of Kenya.
• Energy Management Training is Desirable.
• Minimum of 5 years’ proven experience in a Senior role in Facilities and project management.