Senior Manager, Facilities Management & Services at Oando

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