Job Description

Job Category: Administration
:
Facilities Operations & Maintenance

• Oversee building and grounds maintenance, including planned preventive maintenance (PPM) of non-clinical machinery and office equipment.
• Ensure effective cleaning, catering, vending, security, utilities, accommodation, space management, and waste management services.
• Supervise and coordinate the work of contractors, ensuring adherence to standards and compliance with regulations.
• Check that agreed work by staff or contractors is completed satisfactorily and address deficiencies promptly.
• Respond appropriately to emergencies or urgent facility-related issues.
• Manage and plan essential central services such as reception, security, maintenance, mail, cleaning, catering, waste disposal, and recycling.

Procurement & Contract Management

• Lead non-clinical procurement and contract management, ensuring compliance with budgetary controls and regulatory requirements.
• Serve as the primary contact for outsourced companies and contractors.
• Ensure all contracts are valid, updated, and in line with requirements of the EHS Sector Regulator Authority (DOH).
• Manage purchasing, installation, renovations, and cyclical replacements of furniture, equipment, and supplies.
• Calculate and compare costs for required goods or services to ensure maximum value for money.

Project & Space Management

• Lead assigned facility-related projects, ensuring timely delivery within budget and scope.
• Plan optimal allocation and utilization of space and resources for new buildings or reorganization of current premises.
• Investigate availability and suitability of options for new premises in alignment with organizational strategy.
• Manage and lead change initiatives to minimize disruption to operations.

People Management

• Coordinate and lead multiple teams across facility management areas.
• Maintain office staff by recruiting, selecting, orienting, and training employees.
• Manage performance through coaching, counseling, and disciplining employees; plan, monitor, and appraise job results.
• Foster a culture of continuous improvement and high service standards.

Governance, Health, Safety and Security, Quality & Reporting

• Attend meetings as required and represent the Facilities function effectively.
• Prepare, maintain, and report on facility activities and performance metrics.
• Use performance management techniques to monitor service levels and drive improvements.
• Ensure compliance with organizational policies, safety regulations, and DOH requirements.
• Investigate complaints, incidents, and other events, and report findings to the Quality Lead/Manager as per process.
• Participate actively in peer reviews and annual appraisals.
• Maintain professional and technical knowledge by attending workshops, reviewing publications, and participating in networks or societies.
• Adheres to the requirements of the Environment Health and Safety Management System.
• Adheres to the requirements of the Occupational Health and Safety Guidelines and Infection Control Guidelines.
• Understands and adheres to emergency preparedness, fire safety and code policies/plans.

Accreditation & Compliance

• Ensure facilities management services support compliance with JCIA, CARF, DOH, and EHS standards and requirements.
• Prepare and maintain documentation, policies, and records required for accreditation and regulatory inspections.
• Actively participate in internal and external audits related to facilities, safety, and non-clinical operations.
• Work closely with Quality and Clinical teams to ensure that facility operations align with patient safety and infection control requirements.
• Lead and support continuous readiness initiatives for all inspections and audits, ensuring corrective actions are implemented in a timely manner.
• Monitor and evaluate service contracts and performance to maintain accreditation standards.

Responsibilities:
Facilities Operations & Maintenance

• Oversee building and grounds maintenance, including planned preventive maintenance (PPM) of non-clinical machinery and office equipment.
• Ensure effective cleaning, catering, vending, security, utilities, accommodation, space management, and waste management services.
• Supervise and coordinate the work of contractors, ensuring adherence to standards and compliance with regulations.
• Check that agreed work by staff or contractors is completed satisfactorily and address deficiencies promptly.
• Respond appropriately to emergencies or urgent facility-related issues.
• Manage and plan essential central services such as reception, security, maintenance, mail, cleaning, catering, waste disposal, and recycling.

Procurement & Contract Management

• Lead non-clinical procurement and contract management, ensuring compliance with budgetary controls and regulatory requirements.
• Serve as the primary contact for outsourced companies and contractors.
• Ensure all contracts are valid, updated, and in line with requirements of the EHS Sector Regulator Authority (DOH).
• Manage purchasing, installation, renovations, and cyclical replacements of furniture, equipment, and supplies.
• Calculate and compare costs for required goods or services to ensure maximum value for money.

Project & Space Management

• Lead assigned facility-related projects, ensuring timely delivery within budget and scope.
• Plan optimal allocation and utilization of space and resources for new buildings or reorganization of current premises.
• Investigate availability and suitability of options for new premises in alignment with organizational strategy.
• Manage and lead change initiatives to minimize disruption to operations.

People Management

• Coordinate and lead multiple teams across facility management areas.
• Maintain office staff by recruiting, selecting, orienting, and training employees.
• Manage performance through coaching, counseling, and disciplining employees; plan, monitor, and appraise job results.
• Foster a culture of continuous improvement and high service standards.

Governance, Health, Safety and Security, Quality & Reporting

• Attend meetings as required and represent the Facilities function effectively.
• Prepare, maintain, and report on facility activities and performance metrics.
• Use performance management techniques to monitor service levels and drive improvements.
• Ensure compliance with organizational policies, safety regulations, and DOH requirements.
• Investigate complaints, incidents, and other events, and report findings to the Quality Lead/Manager as per process.
• Participate actively in peer reviews and annual appraisals.
• Maintain professional and technical knowledge by attending workshops, reviewing publications, and participating in networks or societies.
• Adheres to the requirements of the Environment Health and Safety Management System.
• Adheres to the requirements of the Occupational Health and Safety Guidelines and Infection Control Guidelines.
• Understands and adheres to emergency preparedness, fire safety and code policies/plans.

Accreditation & Compliance

• Ensure facilities management services support compliance with JCIA, CARF, DOH, and EHS standards and requirements.
• Prepare and maintain documentation, policies, and records required for accreditation and regulatory inspections.
• Actively participate in internal and external audits related to facilities, safety, and non-clinical operations.
• Work closely with Quality and Clinical teams to ensure that facility operations align with patient safety and infection control requirements.
• Lead and support continuous readiness initiatives for all inspections and audits, ensuring corrective actions are implemented in a timely manner.
• Monitor and evaluate service contracts and performance to maintain accreditation standards.

Qualifications: 8. QUALIFICATIONS, EDUCATION AND EXPERIENCE
ESSENTIAL PREFERRED
Education Bachelor's degree in Facilities Management, Engineering, Business Administration, or related field. Master's degree in Facilities Management, Engineering, Business Administration, or related field.
Experience 3 years relevant experience 5 years relevant experience
Certification and Licensure Certified Facility Manager (CFM) Facilities Management Professional (FMP) or Sustainability Facility Professional (SFP) - IFMA.
Job Specific Knowledge and Skills Leadership Skills Leadership Skills
Excellent planning, project management, and organizational skills. Excellent planning, project management, and organizational skills.
Strong analytical and problem-solving skills. Strong analytical and problem-solving skills.
Microsoft Office Microsoft Office.
English Bilingual

Skills Required