Job Summary

The job focuses on offering technical expertise and general evaluation and oversight over electro-mechanical facilities and associated works across bank’s commercial and residential properties. Role holder will be responsible for oversight over new acquisitions, installations, commissioning & decommissioning, routine repairs, preventive maintenance, specific contract/vendor management, assessment reports/proposal analysis. Seek to assure on cost effectiveness, quality, suitability, safety/security of guarding, electro-mechanical integrity of installations, risk mitigation and minimal disruption to users/service delivery as well as offer SME and best practice advice to the business on facilities management.

In addition, the role holder is responsible for putting in place effective facilities maintenance plan for facilities across bank’s commercial and residential properties as well as offer related project support as and when required.

Key accountabilities/Deliverables/Outcomes

Service Delivery and Management: 70%

Facilities Repair and Maintenance

• Attend to facilities (UPSs, HVAC, Gensets, Inverters, Lifts, electric fences, fire suppression systems, Mains, plumbing, civil-structural etc) calls and requests raised from various users across the bank within SLA ensuring minimal disruption to normal business operations and keeping all the stakeholders constantly informed of progress at every stage of progress. Maintain a failure log for all reported faults vis a vis the equipment and associated rectification costs incurred
• Offer on-phone user support on lighter issues such as trouble shooting and contractor liaison for reported faults.
• Maintain up to date preventive maintenance plans for various facilities/sites. Coordinate with respective vendors for PM to be carried out on schedule. Log any arising issues from PM exercises in a tracker and follow to closure
• Coordinate EMI exercises for various sites/facilities as per statutory requirements or as needed. Analyze the reports and log any identified issues. Follow all to closure.
• Attend to all HD logged calls in a timely manner. Target 100% closure within SLA
• Foster good working relationship with various property managers at various bank sites. Offer support in addressing all facilities and premises related issued raised by the property managers at various sites including Westend, Bishops Gate, Diani, ABSA Sports Club and G4S at Supplies complex MSA road

Contractual Services Maintenance Management

• Manage 3rd party relationships for contracted services ensuring service delivery as per the contractual obligations are met. Monitor performance of all contract arrangements in place and provide constant feedback and where applicable MI both ways. Ensure acceptable E2E service levels as per the stated KPI protecting best interests of the bank
• Ensure quality supply of maintenance services as contracted and within contractual schedule including maintenance services on UPSs, Aircons, Generators, Lifts, Monitoring systems etc. Keep a schedule detailing service type, vendor and timelines

Electro-Mechanical Support for Critical Sites/Data Centers

• Attend to all electro-mechanical facilities support for data centers and critical sites including contract-based routine maintenance services, new installations and engineering resilience. Scoped sites include Westend, Ngong Data Recovery Site, Bishops Gate Data Centre and BCM site. Manage all facilities contracts related to Data Centres and critical sites
• Attend to SNOW logged calls. Monitor and keep the system up to date with latest updates
• Maintain liaison with IT on any arising issues related to Data Centres and critical sites and their associated environments. Observe the set Data Centre access protocols at all times

Facilities Management Support to Associate Entities

• First Assurance Kenya(FAK) & ALAK  – Support FAK  in delivery of branch network strategy including:
• Prepare facilities BQs, analyze tenders and offer technical recommendations.
• On site job supervision
• Attend to any technical issue originating from FA
• Bank Accommodated Staff & Expatriates Residences – Attend to any facilities issues raised by users on site. Includes maintenance of all items enjoyed by the staff within their package. For installations including generators, inverters, general electrical works and electric fences:
• Carry out site survey,
• prepare BQs,
• analyze tenders and offer technical recommendations,
• on-site work supervision and handover
• ABSA Pension Fund – Act as a liaison on all facility management issues with property managers ensuring arising issues are addressed in a timely manner and at reasonable cost. Attend to any issues raised by ABSA Pension Services (BPS). For new installations support in:
• Carry out site survey,
• prepare BQs,
• analyze tenders and offer technical recommendations,
• on-site work supervision and handover

Projects and General Facilities Management Best Practice

• Conduct site visits to Branches/Head office Departments to take details of proposed works to help in preparation of scope of works and working drawings
• Carry out discussions with contractors on proposals for new equipment and repair works to ensure that high quality is achieved at minimum costs
• Analyze tenders received through consultants/ procurement and recommend approval/award of works to the most competitive contractor
• Supervise on-going repair and construction works by regularly visiting the sites allocated to ensure contractor is:
• Following agreed specifications
• Achieving quality workmanship
• Adhering to Bank’s approved design guidelines
• On-schedule and there are no delays

Accountability: Customer Service – 10%

• Seek to attend to facilities requests within set SLAs
• Keep clients posted on with updates on progress for queries raised
• Conduct regular user and site visits for assessment of ongoing works to ensure quality and integrity of electro-mechanical installations
• Proactively advising the business on power interruptions, planned maintenance and service on equipment to ensure business continuity with little or no interruption to BAU operations

Accountability: (Colleague) Team & Self Development – 10%

• Champion the development and embedding of best practice models within the team
• Contribute to team spirit and team morale, bearing in mind the particular demands placed on colleagues during the periods of leave.
• Hold service review meeting with other team members to enhance team spirit and proactively participate in other departmental meetings
• Put leave plan in place and adhere to mandatory leave requirements as per HR leave policy

Accountability: (Conduct) Planning and Controls – 10%

• Hold and manage a live record of inventory of bank facilities. Mainly generators, ACs, UPSs, inverters and ATMs
• Keep record of all newly acquired assets and monitor movement of assets
• Provision of proper contractors/ consultants’ details to branch official to ensure proper identification before access is given
• Maintain up to date PM schedule for all critical sites
• Manage risk and control effectively by applying applicable risk frameworks and embedding a positive risk culture.
• Deliver Green Audits/RCSAs and ensure timely closure of all issues raised
• Ensure a Green RAG status on ACM capture and upload month on month
• Records Management should be done in line with the existing policies

Qualifications

• Bachelor’s degree in Engineering – Electrical, Civil and Mechanical, Energy Management
• Possession of Energy/Industry Certification will be an added advantage.

Knowledge, Expertise and Experience

• 2 years’ experience in a similar role
• Knowledge of local policy on energy management, NEMA, County bylaws
• In-depth understanding of Health and Safety regulations.
• Knowledge of Local Authority Building Act and regulations
• Knowledge of Law of Contract