Manager, Facilities & Property Management

JOB PURPOSE 

Under the direct supervision of the Director, Administration, the Manager, Property Services will be responsible to: 

• Plans, manages, and coordinates the management and maintenance of properties and infrastructures owned, leased and rented by the Agency.  
• Provides oversight for the construction and renovation of offices and structures for the agency. 
• Monitors services provided in keeping with contractual arrangements. 
• Submits contributions to the development of the Section’s Operation and Work Plans with the supporting budget for the section ensuring that all the relevant activities to be undertaken and required resources are considered and that expenditures are made within the budgetary allocations. 
• Oversees the infrastructure arrangements at outstations managed by third parties from which the JCA employees operates. 
   

KEY RESPONSIBILITY AREAS 

Technical/Professional Responsibilities  

• Reviews and approves: 
  • Terms of References for the procurement of Professional Services to include Architects, Engineers etc. 
  • Bills of Quantities and scope of work documents for repairs and refurbishing of buildings. 
  • Inspects and validates work done by contractors relating to construction, and renovation projects. 
  • Provides advice on matters and queries relating to the physical infrastructure, utilities and maintenance of facilities island-wide. 
• Facilitates the process for preliminary design as required for:  
  • sewage disposal systems 
  • electrical works  
  • plumbing systems 
  • fire suppression and safety management systems  
• Reviews and certifies works completed by contractors in keeping with terms and conditions of contracts. 
• Develops and participates in evaluating tender documents. 
• Submit as required documentations to the relevant authorities relating to contracts. 
• Develop infrastructure plans (1 year and four-year plan) as part of the Agency’s strategic and operational plans.  
• Conducts regular inspections of the buildings and premises owned, leased, or operated by third parties housing JCA staff. 
• Contacts Landlords and following-up on requests for repairs to be carried out on rented/leased premises in accordance with the contracts. 
• Liaises with operational heads to formulate and interpret policies regarding capital projects. 
• Develops new guidelines and measures to provide statistical data for property, equipment and utilities management and maintenance for the Agency. 
• Examines work methods and identifies periodically and recommends ways for improving productivity where necessary. 
• Identifies project and operational risks in job assignments and ensures the necessary intervention and mitigating measures are implemented. 
• Identify and resolve risk factors relating to Occupational Health, Safety, and the Environment.  
• Ensures the adherence to all building codes, municipality requirements, safety health and environmental regulations. 
• Identify and recommend cost-saving measures for utilities.  
• Ensures the adherence to the Factories Act and its regulations and any other applicable legislation.  
• Manages the process for the identification and treatment of infestations of pests and parasites.  

Human Resources Responsibilities 

• Provides day to day guidance and manages the section activities and operations. 
• Monitor and evaluate the performance of direct reports, prepare performance appraisals, and recommend and indicate corrective actions where necessary to improve performance and attain established personal and organisational goals. 
• Undertaking human resource management related functions, including staff selection, training, and discipline by the Agency’s policies and procedures,  
• Participates in the recruitment of staff for the section and recommends transfer, promotions, terminations, and leave according to established human resource policies and procedures. 
• Provide leadership and guidance to direct reports through effective planning, delegation, communication, training, monitoring, and coaching. 
• Ensure the welfare and development needs of skills in the section are identified and addressed. 
• Recommend disciplinary action where necessary in respect of direct reports. 
• Convenes regular staff meetings to discuss issues and matters/challenges that impact the Section’s performance to determine appropriate solutions, discuss the work of the unit and try to solve any problem that may surface and reviews the progress towards achieving the objectives. 
• Provides guidance to the staff of the section, in the interpretation of the policies and procedures to determine proper courses of action. 
• Ensures that the staff is provided with the necessary tools and equipment to carry out their functions effectively and efficiently. 

Management/Administrative Responsibilities 

• Ensures that all required processes, systems, and controls are in place within the Section to enable the achievement of its objectives effectively and efficiently and ensure the effective and efficient use of resources. 
• Ensures that appropriate communication and knowledge management systems are in place within the Section and with other internal or external Units and Divisions/Branches to facilitate the sharing of relevant information in an accurate and timely manner. 
• Ensures that the work of the Section is adequately documented to facilitate the development of operational manuals, outlining applicable policies and Standard Operating procedures for the operational activities, with the view to amalgamating them into a single Operations Handbook for Jamaica Customs. 
• Establish and maintain a culture that fosters teamwork, employee empowerment and commitment to the Sections and organisations’ goals. 
• Engage and maintain relationships with relevant stakeholders in the execution of job function.  
• Prepares reports and project documents as required.  
• Develops, monitors, and coordinates budget preparation and monitoring and signs off on related requisitions for the Section/Branch. 

Customer Service Responsibilities 

• Maintains customer service principles, standards, and measurements. 
• Identifies and incorporates the interests and needs of customers in business process design.   
• Ensures critical success factors are identified and meet expectations.  

Other Responsibilities 

• Performs all other duties and functions as may be required from time to time.  
• May be required to provide witness statements, attend court proceedings, and give evidence. 
• Enforces Health & Safety Policies & Procedures and mitigates and minimizes workplace hazards. 
   

REQUIRED COMPETENCIES 

Core  

• Excellent leadership and people management skills 
• Excellent verbal and written communication skills. 
• Excellent customer service and interpersonal skills 
• Excellent planning, organization, and time management skills. 
• Strong analytical, judgement, decision-making, and problem-solving skills 
• Ability to think strategically. 
• Keen attention to detail. 
• Ability to work independently with minimal supervision. 
• Ability to work in a team environment.   
• Ability to be adaptable, especially under pressure. 
• Ability to display high levels of confidentiality, integrity, and professionalism. 
• Ability to communicate, interact and work effectively and cooperatively with all people including those from diverse ethnic and educational backgrounds. 

Technical 

• Excellent knowledge of Government’s Procurement Guidelines and Contracts Administration. 
• Knowledge of modern occupational health, safety, environmental principles and practices, and rules/regulations is necessary. 
• Knowledge and awareness of quality management standards and its maintenance. 
• Awareness of a risk management principles and techniques.  
• Excellent knowledge of the techniques of construction management and civil works. 
• General knowledge of the fundamentals of artisan skills such as required in plumbing and electrical. 
• Sound knowledge of accounting practices and financial management relating to government procurement and asset management. 
• Working knowledge of the relevant computer systems and applications. 
• Advanced IT skills in the Microsoft Office Suite Applications 
• Working knowledge of Customs policies, procedures, and controls.  

MINIMUM REQUIRED EDUCATION AND EXPERIENCE 

• Bachelor’s degree in Construction Management/Civil Engineering, or related field or NVQJ Level 6 certification. 
• Diploma/Certificate in Property Management and Project Management would be advantageous. 
• Supervisory management training and experience. 
• At least five (5) years’ experience, with at least three (3) years leading a team and property management. 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB  

• Work will be conducted in an office with standard office equipment and specialised software.  
• The environment is fast-paced, with ongoing interactions with critical stakeholders and meeting tight deadlines, resulting in high degrees of pressure on occasions.  
• May be required to travel locally and overseas to attend conferences, seminars and meetings. 
• Extensive travelling required (>75%) on a periodic basis to monitor building and properties owned and utilised at various Customs locations. 
• Exposure to elements, inclement weather, heat etc