Property Facilities and Administration Manager

Job Purpose
To supply property, premises, furniture, fittings, equipment and plant management function for all Barclays entities in the country.
Business and Change Management
40%
Outputs:
Property/Premises
· Manage the disposal and maintenance of property and leased premises
· Manage the country's property portfolio
· Manage and control individual premises projects
· Champion and ensure effective implementation of on-going and new Barclays Africa initiatives
· Liaise with key change programmes to understand impacts and requirements on the property portfolio, and make appropriate recommendations
· Develop proposals for change for agreement by local business executives and Barclays Africa
· Develop briefs for construction/alterations and refurbishment works on bank's premises to enhance the bank's image in line with business needs
· Manage and achieve proposed changes to premises, furniture, fittings, equipment, etc. to meet current and future business requirements within agreed time scales
· Undertake lease negotiations, renewals and terminations
· Provide physical security for Operations in conjunction with Manager Security
· Manage bank's facilities i.e. elevators, power generators, air-conditioning plants, equipment and safes
· Design and develop a maintenance schedule for all bank owned/leased properties and ensure implementation
· Select and manage consultants and contractors to attend to property and premises issues
· Coordinate and monitor all property related business cases in the country to ensure consistency of approach, design guidelines and implementation of Barclays Africa requirements
· Identify levels of capital tied up in operational property, vacant space analysis and recommend options for alternative usage/disposals
· Co-ordinate the interface between branch network and head office departments, in respect of resources/information needed to develop the business annual property plans
Other
· Agree the functional balanced scorecard with the Manager, Property and Procurement for own area
· Maintain MI to assist the department in tracking its performance
· Contribute to the annual and long-term planning and strategy sessions for Operations in the country based on analysis of past performance and best practice in the market
· Lead and achieve value enhancement and sustained improvements in supplier performance and service delivery
People Management
40%
Outputs:
· Manage the property and facilities team to ensure effective delivery of the property, premises, furniture, fittings, equipment and plant management function
· Develop a high performing team by embedding formal performance development and informal coaching. Encourage frequent knowledge sharing between team members.
· Determine and analyse development needs for the team and ensure that identified training requirements are budgeted for and executed.
· Establish and maintain a succession plan for the team.
· Interview and recruit new members of the team, including determining appropriate compensation levels with input from Human Resources.
· Create effective workforce and recruitment demand plans to ensure that current and future business requirements can be met. Plans should be revised at least twice a year.
· Review and update the department's organisation structure and role description on at least an annual basis to ensure that they are fit for purpose and contain all the accountabilities of each team member.
· Motivate to and obtain approval from the Head of Performance for any additional headcount for the team.
· Approve leave requests for team members and create leave plans to ensure adequate coverage.
· Monitor overtime and ensure that it is kept to a minimum. Report excessive overtime to the Head of Performance and create plans to address the issues.
· When required, initiate disciplinary processes for team members calling on support from Human Resources when required.
· Resolve grievances raised by team members and escalate only if required.
· Address poor performance of any team member and ensure that continued poor performance is appropriately dealt with.
· Motivate team members and ensure that their efforts are recognised.
· Agree targets and take accountability for the overall achievement of the department for the customer experience based on internal satisfaction surveys
Participate in the creation and implementation of Employee Opinion Survey (EOS) actions for the property and facilities team.
Customer Service
10%
Outputs:
· Provide expert property advice and guidance on all property related business cases
· Provide a property support service to all branches and head office departments and identify property implications for their business plans, translating them into property plans
· Provide technical support to the country for the design, development, management, maintenance of the business' capital assets in particular bank's land, premises and plant
· Provide best practice advice to the business for the day to day management of their property portfolio
· Provide close support for individual business areas/projects with specific requirements. Assisting business to understand its full requirements, demand challenge of requirements, proposals from market place, analysis and cost analysis.
· Work closely with business areas to ensure that projects are incepted and delivered
· Drive change initiatives and re-negotiate stretching SLA's with suppliers in respect of property issues to ensure that the service bar is continuously raised
· Benchmark services provided in respect of property issues against the industry and create improvement action plans
· Maintain excellent liaison with suppliers and internal customers
Control and Risk Management
10%
Outputs:
· Maintain proper governance and controls relating to property management which are compliant with Group directives/guidelines
· Together with the Safety, Health and Environment (SHE) Manager, ensure compliance with local and Group SHE regulations
· Develop, agree and apply appropriate supporting property standards, e.g. density of occupation, reusable standard layouts, etc.
· Manage and control capital expenditure for premises projects within agreed budget
· Prepare the annual business property plans and budgets
· Maintain up-to-date records of the bank's properties and assets
· Make budgetary recommendations and decision for construction, refurbishment, selling of owned premises and leasing of new premises
Arrange for valuations and statutory inspections of bank properties and assets in line with business requirements and legal provisions

Qualifications

Technical skills / Competencies
· Business awareness
· Good communication skills, both written and verbal
· Ability to work under pressure (Resilience)
· Relationship management and Influential skills
· Negotiation skills
· Financial management
· Planning and Organising skills
· Problem solving and investigative skills
· Data analysis and assimilation - attention to detail whilst able to see the bigger picture
· Computer literate
Knowledge, Expertise and Experience
Essential
· Detailed knowledge of statutory and legal obligations relating to property
· Working knowledge of operational risk management
· Ability to identify value destroyers within the process chain or add value to the end to end services offered
· Familiarity with property rental values, property service costs, valuation models, market benchmarks, etc.
· Good awareness of developments in property strategy across external marketplace
· In-depth knowledge of building construction processes in the country
· Understanding of Group Health & Safety Policy
· Understanding of Environmental Impact Management Policy
· Good project management disciplines
· Awareness of best practice budgeting and corporate planning processes
· Tertiary qualification in the building sciences
· Advanced Finance and Accounting knowledge
· At least 5 years in a corporate real estate environment
· Proven experience in project management.
· Proven ability as self-starter, with track record of achievement of goals and targets
· Detailed property/construction market knowledge and understanding covering supplier, market drivers, materials, trends and technology
· Commercial knowledge and skills covering technical procurement skills and market/supply management tools/techniques
Preferred
· Good general awareness of the bank as a whole, its range of activities, the property portfolio, and the impact of different types of activity on space/location requirements edge of the bank's products, services and policies
· Good understanding of the bank's policies and procedures
· Qualification in the fields of land economics, real estate management, architecture, services engineering, construction engineering, civil engineering or similar

Property Facilities and Administration Manager Property Facilities and Administration Manager Reviewed by Unknown on 5:12:00 AM Rating: 5

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