Facilities Operations and Maintenance Manager

Facilities Operations and Maintenance Manager

Aga Khan Education Service, Uganda (AKES,U), a private not-for-profit institution dedicated to enhancing the lives of diverse, multi-racial and multicultural student communities across generations through accessible, high-quality education, operates educational institutions spanning from preschool to high school. The organization delivers the Cambridge Curriculum, the International General Certificate of Secondary Education (IGCSE), the International Baccalaureate Diploma Program (IBDP), and Uganda’s national primary and secondary curricula.

We are currently seeking a highly motivated and results-driven professional to assume the role of Facilities Manager. The Facilities Manager will oversee the administration of all AKES U facilities while serving as the primary liaison between AKES and external consultants for construction initiatives.

Key Responsibilities

Maintain all facilities-related operations to ensure optimal functionality and safety standards are met consistently. Address and resolve maintenance requests promptly, including repairs, installations, and preventive measures. Conduct regular inspections to identify potential issues and implement proactive solutions. Manage vendor relationships and coordinate service agreements as needed to support facility needs. Maintain accurate records of maintenance activities, expenditures, and inventory levels. Ensure compliance with all relevant safety regulations and building codes.

Responsibilities include ensuring the upkeep and maintenance of all facilities managed by AKES U, performing routine inspections, and identifying necessary repairs. Develop comprehensive annual, interim, and long-term budgetary forecasts specifically for facility upkeep and maintenance expenditures. Oversee every aspect of daily operational activities within the organizational units, guaranteeing strict adherence to AKES U guidelines, as well as all applicable government policies and regulations. Devise or support the creation and execution of policies and procedures that align with the organization’s established standards.

Provide oversight of contractors, vendor personnel, and suppliers, ensuring adherence to contractual obligations while managing expenses; additionally, track and control the general spending of facilities teams. Supervise staff, overseeing key responsibilities such as recommending hiring and separation decisions, conducting performance evaluations, organizing training programs, assigning work duties, and resolving employee concerns.

Secondary duties encompass the planning, execution, and oversight of both major and minor capital projects, including budget management, contractor coordination, regulatory compliance, and progress tracking to ensure timely and cost-effective project delivery. Engage actively in the preconstruction phase of capital projects, contributing to foundational planning and strategic decision-making processes. Engage in the conceptual phase of all capital project initiatives. Key responsibilities include participation in the tendering process for capital projects, ensuring alignment with project requirements and organizational standards.

General Responsibilities

Acting as the main liaison, you will facilitate seamless communication and coordination among facilities teams, school heads, and third-party service providers to ensure efficient operations. Demonstrate leadership across all facility teams to ensure cohesive operations and optimal performance. Compile comprehensive facilities’ maintenance reports as well as progress updates for both minor and major works at AKES U and AKES HQ in accordance with the predetermined schedule, whether monthly or quarterly. Identify critical risks and develop effective mitigation strategies to oversee all facilities and projects comprehensively. Prepare funding requests on a monthly basis for submission to relevant stakeholders or funding bodies. Review, assess, and authorize invoices submitted by external service providers, ensuring accuracy and compliance before finalizing payments. Monitor and reconcile expenditures with approved financial allocations in collaboration with the finance team to ensure adherence to budgetary constraints. Execute additional duties and responsibilities pertaining to facilities management and project assignments as directed.

Required Qualifications and Skills

The necessary qualifications for this role include a minimum of three years of experience in a related field, along with a bachelor’s degree in a relevant discipline or an equivalent combination of education and professional experience. Proficiency in industry-standard software and tools, strong analytical and problem-solving abilities, and excellent communication skills are essential. Additionally, candidates must demonstrate a proven track record of successfully managing projects, meeting deadlines, and collaborating effectively in team environments.

Seeking candidates with a strong educational background, relevant work experience, and specialized knowledge in their field. Ideal applicants must possess the necessary competencies to excel in the role, including technical expertise, problem-solving abilities, and effective communication skills. Familiarity with industry-specific tools, methodologies, and best practices is essential to meet the demands of the position. We value individuals who demonstrate adaptability, critical thinking, and a commitment to continuous professional development.

Overseeing the day-to-day operations of the facility, the Facilities Manager ensures all systems function efficiently while maintaining a safe, clean, and compliant environment. This role involves managing maintenance staff, coordinating vendor partnerships, and addressing any operational challenges promptly. Responsibilities include budget oversight, preventive maintenance scheduling, and emergency response planning to minimize disruptions. The ideal candidate will possess strong leadership skills, a proactive approach to problem-solving, and experience in facilities management or a related field. A valid driver’s license and the ability to travel as needed are also required.

Aga Khan Education Services, Uganda (AKES,U), is dedicated to delivering high-quality educational opportunities that foster academic excellence, holistic development, and community engagement. With a commitment to empowering learners through innovative teaching methodologies, AKES,U ensures an inclusive and dynamic learning environment that caters to diverse educational needs. The organization upholds rigorous academic standards while promoting values of integrity, collaboration, and lifelong learning. Its programs are designed to cultivate critical thinking, creativity, and global citizenship among students, preparing them for future challenges and opportunities.

Seeking a candidate with a strong educational background and relevant training to fulfill the role effectively. The ideal applicant will possess a degree in a related field, supplemented by specialized training programs that enhance their expertise. This position requires a commitment to continuous learning and professional development to stay current with industry standards and best practices. Candidates must demonstrate a solid foundation of theoretical knowledge and practical skills acquired through accredited institutions or recognized training providers.

Management oversees business operations while focusing on cleaning, facilities, construction, and engineering services. This role involves coordinating various departments to ensure seamless workflow and adherence to company standards. Responsibilities include strategic planning, resource allocation, and maintaining high operational efficiency across all functional areas. The position demands strong leadership skills, problem-solving abilities, and expertise in managing diverse teams and projects.

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