VACANCY ADVERTISEMENT

FACILITIES MANAGER

Reporting To: Country Lead
Department: Administration / Operations
Location: Blantyre

Workforce Recruitment Services seeks to recruit for the following position on behalf of a Client.

Key Duties and Responsibilities

• Oversee the day-to-day management, maintenance, and efficient operation of the organization’s office facilities and official residence.
• Coordinate preventive and corrective maintenance, repairs, utilities, cleaning, security, and other facilities-related services.
• Maintain accurate and up-to-date office files, records, inventories, contracts, and facilities documentation.
• Conduct periodic audits of office supplies, assets, records, and documentation to ensure proper control, availability, and filing.
• Manage office supplies and equipment, including procurement, stock monitoring, distribution, and replenishment.
• Coordinate meetings, events, official functions, and travel arrangements for staff and management as required.
• Liaise with external service providers, contractors, benefits providers, vendors, and other relevant stakeholders to ensure effective delivery of services.
• Assist with the administration and coordination of employee benefits and liaise with external benefits providers and vendors, including health, disability, and retirement plan providers, where applicable.
• Assist with making payments, budget tracking, expense monitoring, and preparation of expense reports for the office.
• Monitor service contracts, supplier performance, and expenditure to ensure value for money and compliance with approved budgets.
• Support compliance with applicable health and safety regulations, statutory requirements, organizational policies, and other legal requirements at both the office and official residence.
• Coordinate workplace inspections and ensure identified health, safety, security, and facilities-related issues are addressed promptly.
• Respond to routine administrative queries from applicants and employees relating to standard office procedures, policies, benefits, and administrative processes, referring complex HR-related matters to the appropriate HR personnel or management.
• Maintain appropriate administrative records and ensure confidential information and documentation are securely handled.
• Support the Country Lead and management with administrative and operational tasks as required.
• Develop and maintain appropriate facilities management procedures, schedules, checklists, and reporting systems.
• Identify opportunities to improve operational efficiency, reduce costs, and enhance the working environment.
• Prepare regular facilities and administrative reports for the Country Lead and highlight significant operational issues requiring management attention.
• Perform any other duties reasonably assigned by the Country Lead or management.

Key Competencies

• Strong facilities and administrative management skills.
• Excellent organizational and coordination abilities.
• Good communication and interpersonal skills.
• Strong attention to detail and record-management skills.
• Ability to manage vendors, contractors, and service providers effectively.
• Budget monitoring and basic financial management skills.
• Good understanding of workplace health, safety, and compliance requirements.
• Strong problem-solving and decision-making abilities.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency in Microsoft Office and standard administrative systems.
• Ability to work independently while effectively supporting senior management.

Qualifications and Experience

• Bachelor’s degree in Facilities Management, Business Administration, Management, Operations, Property Management, or a related field.
• At least 5 years of relevant experience in facilities, administration, operations, property, or office management.
• Demonstrated experience in managing facilities, contractors, vendors, office supplies, budgets, and administrative services.
• Experience supporting health and safety compliance and workplace operations will be an added advantage.