Facilities and Operations Manager at Aga Khan… · Orica…

The Aga Khan Foundation is a leading global development organisation working to tackle the root causes of poverty. For more than 50 years, we have helped create strong community institutions that support sustainable, locally driven initiatives to improve the lives of millions of people. By combining local knowledge with global best practices, we strive to bring about transformative and long-lasting improvements to quality of life.

Working alongside the agencies of the Aga Khan Development Network and through partnerships with local communities, civil society and business as well as governments and international aid agencies, we are building a future where we all thrive together.

The position

The Facilities and Operations Manager will be responsible for all aspects of repairs & maintenance including plumbing, air conditioning, electrics, building fabric, health & safety and emergency support and requires the postholder to be hands on, supporting the maintenance team with technical support, knowledge & coordination as well as executing PPM plans, managing contractors and overseeing and inspecting works.

KEY RESPONSIBILITIESAKC Building Operations

• Oversee and manage the teams responsible for reception, security and cleaning.
• Prepare and keep up to date the Facilities Management (FM) Plan for AKC, covering each 'hard' and 'soft' service, planned preventative maintenance and lifecycle replacements, ensuring a safe, high-quality operating environment.
• Act as first point of contact for technical support, resolving issues in-house where possible and allocating the correct supplier to reduce callouts.
• Manage, plan and monitor day-to-day repairs and maintenance, ensuring works are completed on time and to a high standard, in line with the approved FM plan.
• Coordinate and manage suppliers working in and around AKC, checking and approving completed work for budget, timescale and quality.
• Receive, review and act on suppliers' reports (e.g. lifts, eye bolts, water sampling, lighting protection), resolving defects and providing technical advice to ensure legislative compliance.
• Maintain maintenance and H&S documents, registers, systems and asset registers, acting as knowledge-holder for Operation Manuals, as-built drawings, maintenance records, licences and operating certificates.
• Monitor maintenance supplies, spares and stock levels to ensure availability.
• Own the H&S policy for AKC, liaising with outsourced consultants to ensure compliance and required checks.
• With the AKC IT team and external providers, maintain core building services systems including FM, Room Booking and Security.
• Drive environmental, energy, water-saving and recycling initiatives; deliver minor projects to optimise space and support major projects; support retail tenant relationships; and ensure gardens and grounds are well maintained.
• Liaise with the Estate Landlord, their agents and other KX Estate building managers on estate management, security, the public realm and neighbourly relations.
• Respond to emergencies or other urgent issues involving AKC.

AKC Building Administration

• Prepare the annual operational plan and budget, provide commentary for the monthly finance report and work with the Property Finance Manager to keep forecasts current.
• Lead supplier procurement for building management.
• Approve supplier invoices and staff expenses within budget, seeking approval for any excess spend.
• Embed safeguarding across operations, supplier contracts and policies.
• Review service standards and benchmark costs against comparable buildings for value for money.
• Manage SLA standards, KPIs and targets for the team.
• Own and maintain the building management risk register.
• Attend AKF(UK) Property Committee meetings.
• Work flexibly to support events and incidents outside regular hours.
• Complete Security Audit actions promptly and keep policies current, including the Critical Incident Plan and Office Security Plan.

AKC Events

• Support the events management team with large and complex events (car parking, traffic control, security, first aid, hospitality) and with dismantling, removal and clearing afterwards.

People Management

• Promote a culture of teamwork, service, quality, transparency, accountability, innovation and continuous improvement across the building management team.
• Supervise, coach and mentor staff, building a skilled, motivated team that exemplifies AKF (UK) values and behaviours.
• Set and evaluate annual performance objectives in line with AKF (UK) procedures.
• Identify staff with advancement potential and support their development as part of succession planning.

The requirements

​​​​​​​QUALIFICATIONS, EXPERIENCE, SKILLS, KNOWLEDGE, ATTRIBUTES & BEHAVIOURS Qualifications

• A degree in Facilities Management or similar qualification would be an advantage.

Experience

• Managing staff and third-party contractors.
• Managing complex mechanical, electrical and plumbing systems.
• Managing planned preventative maintenance for hard and soft services.
• Working in a complex, multi-stakeholder environment.
• Planning programmes of maintenance work in line with building requirements and identifying gaps in the maintenance strategy.
• Identifying trends and developing/implementing management reports.
• Working in a similar field, e.g. school, university or charity.

Skills

• Good interpersonal, customer care and liaison skills with a wide range of stakeholders, including confidence with people at all levels.
• Ability to explain technical issues to non-technical personnel.
• Ability to work both strategically and operationally, managing time, plans and related tasks to meet and surpass targets.
• Ability to lead, inspire and motivate a team to meet objectives.
• Excellent written and verbal communication and presentation skills in English.
• Commercially aware with good negotiating skills.
• Good numeracy skills.
• Capable of working independently and collaboratively as part of a wider team.
• Self-motivated, action-focused, professional and proactive, with a proven ability to deal with change.

Knowledge

• Statutory legislation (Pressure Systems Safety Regs, HSG 274 Parts 1-3, 17th Edition Electrical Regs, LOLER, Working at Height Regs, etc.) and ability to verify related certification.
• Thorough understanding of building systems (HVAC, electrical, plumbing, fire safety).
• Working knowledge of a CAFM system (Concept Evolution, TABS FM etc.) and of Microsoft Word, Project, Excel and PowerPoint.
• Awareness of sustainability and energy efficiency practices.

Attributes

• Demonstrates equity, transparency and integrity with high ethical standards; fair, honest and trustworthy, inspiring trust and respect for confidentiality.
• Respectful of diversity, culture, values and faith; compassionate, empathetic and courteous to all, regardless of background, religion, gender or age.
• Committed to acting ethically and upholding safeguarding standards towards all staff, volunteers and beneficiaries.

Behaviours

• Communicates clearly and concisely across a broad range of stakeholders; simplifies complex ideas; listens and adapts style to the audience.
• Builds and maintains effective stakeholder relationships, adapting approach to achieve results.
• Customer-focused and flexible, putting others' interests at the centre of decision-making and fulfilling AKF's mission.
• A supportive, proactive team player who fosters knowledge-sharing and team learning.
• Inspires self and others to strong performance; embraces new challenges; gives and receives balanced, timely feedback.
• Open to change; adapts methods for new uses and challenges conventional thinking to improve systems and processes.
• Enterprising, seeking alternative solutions and building networks for problem-solving and organisational learning.
• Committed to high-quality, cost-effective results, with a clear vision that inspires others.