26 Aug 2014

Facilities and Assets Manager Job Vacancy

icipe – African Insect Science for Food and Health is an intergovernmental organisation funded by governmental aid agencies, UN organisations and private foundations to carry out research and training in environmentally sound and sustainable management of arthropods for improving health and agricultural productivity in the tropics.

icipe has 400 staff to support its research and capacity building programmes located at various sites in Kenya and Ethiopia.icipe wishes to urgently recruit a suitable person to fill the position of Facilities and Assets Manager in the Physical Plant and Services Department.

Ref. No. NRS/73/082014The position is tenable in Nairobi, Kenya at the icipe Duduville campus.

This is a two-year contract, with a possibility of extension after successfully completing a six-month probation period of the first contract.

A competitive compensation package will be offered to the right candidate. Only shortlisted candidates will be acknowledged.

Overall purpose of the job

  • Overall management of all icipe facilities, plants and equipment within Kenya.
  • Ensure first class state of facilities through systematised processes and proper management of a team of in-house staff and a group of outsourced service providers.
  • Sustain continuous improvement in, and provision of, efficient, economic and effective services.


  • Developing and implementing assets care strategies for all icipe facilities and equipment:
  • Build facilities and physical infrastructure, including road pavements, yards and farms; review and advise on technical issues in regard to assets development, design and construction; oversee maintenance operations.
  • Plant and machinery development, installation and maintenance, including of research equipment, motor vehicles, building-heating, ventilation and air-conditioning systems, electrical and plumbing systems and other general equipment as found in the Guest Centres, kitchens, residential houses and hostels.
  • Manage the outsourcing of contracted service providers for civil works and building projects equipment and facilities, grounds maintenance and office cleaning.
  • Delivery of optimal and efficient space, facilities and equipment so as to ensure effectiveness of each full cost recovery programme.
  • Ensure cost-effectiveness, quality and timely delivery of all technical services in line with clients’ requirements.
  • Manage risk evaluation and mitigation.
  • Ensure green environmental sustainability activities are implemented.
  • Manage resources to ensure value for money.
  • Handle budgeting and budgetary control.
  • Motivate staff to deliver their maximum productivity.

Financial Management:

  • Prepare annual budgets, monitoring performance and controlling to ensure budgets are not exceeded.
  • Maximise space utilisation within icipe.
  • Ensure proper use of the Centre’s assets under his/her control and efficient use of resources (people, materials and equipment) to cut waste.
  • Provide support to supply chain through provision of accurate internal cost estimates for projects and other works.
  • Develop and implement cost-cutting initiatives geared to reducing costs of offering engineering facilities and other operations services.
  • Actively participate in price negotiation with suppliers and other service providers.
  • Review supplier invoices and recommend for payment.
  • Track projects and maintenance of budgets, and ensure there is no overspending.

Project management:

  • Oversee and coordinate the construction of facilities from inception through to completion.
  • Develop long-term capital replacement plans for buildings and equipment.
  • Plan budgeting and implement engineering and facilities capital projects.
  • Review design drawings, specifications and other documents to ensure alignment with scope of work, icipe standards, finishing standards and compliance with fire, life and safety requirements.
  • Plan and coordinate office alterations, refurbishments and/or moves as dictated by business need.
  • Effectively manage project resources to ensure projects are completed on time and at cost.

Maintenance management:

  • Develop and implement maintenance plans for all facilities including equipment, plant, buildings, roads, grounds and other infrastructure; continuously review and ensure the desired balance between internal execution and outsourcing.
  • Develop framework contacts for outsourced maintenance service providers and manage them.
  • Coordinate maintenance of equipment with service contracts.
  • Ensure preparation of monthly preventive maintenance compliance schedules.
  • Manage resources to ensure value for money.
  • Manage SLAs between Engineering and Labs as well as other stakeholders.

Customer service:

  • Ensure customer requirements are promptly met.
  • Resolve customer queries and complaints.
  • Introduce a customer complaints tracking register and make use of surveys and analysis to improve customer service.

People management:

  • Manage day-to-day matters affecting Facilities and Physical Plants Units, including resolving conflicts, listening, representing and showing respect to colleagues.
  • Hold regular meetings with staff and receive direct reports.
  • Train, develop, empower and motivate staff to deliver their maximum productivity.

Supplier/Stakeholder relations:

  • Ensure good supplier relations are maintained, resolve conflicts, solve any problems noted by supervisor, and display professionalism.
  • Ensure win-win negotiations are carried out with suppliers to ensure sustainable mutual gains for both icipe and the supplier organisations.

Performance reporting:

  • Track engineering, facilities and projects performance KPIs and regularly submit performance reports.
  • Carry out tracking of continuous improvement initiatives.
  • Track key performance indicators.

Knowledge required for performing the job

  • Competence in integrated facilities management.
  • Ability to manage multiple and/or complex issues.
  • Possess performance management, creativity and initiative, analytical, planning, people management, supplier management, commercial/business, team orientation, effective communication, and change management skills.


  • The Facilities Manager will possess at least a 2nd Class honours upper division bachelor’s degree in engineering, either in civil, mechanical or electrical/electronics engineering.
  • Appropriate training in financial and business systems.
  • He/she will also be conversant with Microsoft packages, MS Project and ERP application software.
  • The ideal candidate would have started their career in engineering but have progressed into general management from where they have gained business acumen in problem-solving, decision-making and good judgement.
  • He/she shall demonstrate a track record of experience in integrated facilities management with over 5 years at senior management level.
  • The jobholder will have interpersonal and problem-solving skills, patience, conflict management skills, diplomacy, and willingness to listen and respect other colleagues as a member of a wide team in a multifaceted and multicultural organisation.

Other desirable attributes:

  • High degree of organisation, adaptability and prioritisation.
  • Track record of exemplary leadership qualities is essential.
  • Reporting
  • This position reports to the Director of Finance and Administration.
The selected candidate should be available to start as soon as possible.

How to Apply
All applications must arrive via email on or before the 3rd September 2014.

Please quote the job reference number NRS/73/082014 on the email subject line.

Interested applicants should submit:
a confidential cover letter,
detailed CV with names and addresses of 3 referees (including e-mail addresses, fax numbers), and
a one-page write-up on how you consider yourself suitable for the job, to:

icipe is an Equal Opportunity Employer

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