Property and Maintenance Supervisor (GMG/SEG 1)

JOB PURPOSE:

Reporting to the Operations Manager the incumbent is responsible for managing, coordinating, and directing the effective, efficient, and ergonomic services of Forensic Pathology. The Property and Maintenance Supervisor is also responsible for the management of building systems to include the HVAC, generator, solar, water, distribution systems, sewerage disposal systems, and refrigeration systems. The incumbent is also required to identify risks and develop risk mitigation strategies. 

KEY RESPONSIBILITIES:

• Participates in the formulation of the Branch’s Strategic Plan and Budget;
• Provides technical advice to the Operation Manager and other stakeholders on office and facility management matters; 
• Ensures the proper functioning of office systems, utilities and specialized equipment;
• Administers Leave Records in accordance with the Institute’s leave policies and procedures; 
• Provides subject matter expertise in facility management issues related to the Forensic Pathology Branch including input for maintenance, small works, and upgrades of specialized program-related equipment; 
• Maintains stringent health and safety practices in compliance with Standard Operation Procedure (SOPs) with industry standards, and established health and safety protocols;
• Monitors equipment and supplies to ensure continuity of service and uninterrupted operational capacity, placing orders in a timely manner when required; 
• Conducts proper and timely assessments of health and safety risk and implements mitigation measures identified; 
• to ensure continuity of service. Ensures supplies and equipment are at a capacity sufficient to ensure uninterrupted service levels, placing orders in a timely fashion when required. 

Management/Administrative: 

• Ensures a clean, secure, and comfortable working environment conducive to operational efficiency and effectiveness; 
• Liaises with the Operations Manager to facilitate repairs, improvements to utility management and general waste disposal; 
• Assists with the development of budgets, operational plans, and work plans;
• Manages the movement of office furniture within the Forensic Pathology Branch;
• Conducts timely assessments of occupational health and safety risks and implements appropriate mitigation measures; 
• Develops, implements, and reviews operational systems and procedures, to guide service delivery and manage emergency situation; 
• Assists with the procurement of supplies used by the Branch and ensure their safe and proper storage; 
• Monitors and verifies that work performed by contractor and initiates follow-up where agreed standard are not met meets; 
• Assists with the preparation of tender documents and the selection of contractors for property management and related projects; 
• Ensures adherence to standard operating procedures and policies to maximize efficiency and work quality; 
• Builds and maintains effective professional relationships with internal and external stakeholders; 
• Ensure the maintains an up-to-date inventory register for all equipment and machinery;
• Reviews best practices and recommends strategies to improve operations within the Forensic Pathology Branch; 
• Provides leadership support through coaching, mentoring, training, and guidance to staff;
• Create and maintain files for equipment and supply inventories including vendors of record, tracking orders and following up as required; 
• Ensures staff compliance with organizational policies, procedures, and regulations;
• Maintaining documentation of facility related matters, including issues that need to be addressed, repairs, property management, maintenance. Creating correspondence/reports to advise senior management; 
• Maintains proper documentation and retention of case related information, ensuring confidentiality and continuity/chain-of-custody are met to support the legislative requirements; 
• Utilizing computer software (e.g. Word, Excel), laboratory information management system) schedules for reporting training records, inventory tracking, incident reports, and, preparation of presentations; 
• Ensures that identification and provision of necessary tools, equipment, and furniture to support productive work; 
• Maintain documentation of facility-related matter including repair, maintenance, disaster management, and report to Operation Manger; 

Human Resource: 

• Develops and manages the performance through coaching, mentoring, training, feedback, and corrective action where necessary; 
• Administers leave records in accordance with the leave policies and procedure; Creates staff work schedules and adjusts as required to meet operational needs;
• Identifies staff development needs and recommends appropriate training and development programme leadership and guidance to direct reports through effective planning, delegation, communication, training, mentoring and coaching; 
• Coordinates staff welfare and activities and ensure staff welfare and developmental needs are addressed; 
• Establishes system that fosters teamwork, employee empowerment, accountability and commitment to organization’s goals; 
• Maintains effective system of checks and balances in supervising staff; 
• Conducts onboarding sessions and training need assessments for new and existing staff;
• Participates in the recruitment and selection of staff and recommends movement where appropriate; 
• Approves and tracks vacation, sick, and departmental leave in keeping with HR policies;
• Conducts regular and ad hoc staff meetings as required; 
• Ensures staff awareness of and adherence to the Institute and Branch policies, procedures, and regulations; 
• Fosters a harmonious working and collaborative working relations; 
• Conducts performance appraisals in accordance with required standard and timeline.
• Performs any other related duties that may be assigned from time to time by the Operations Manager. 

REQUIRED SKILLS AND COMPETENCIES:

Core: 

• Good management, planning and decision-making skills; 
• Good communication, interpersonal and team skills; 
• High level of initiative, professionalism & good work ethics; 
• Excellent time management & organization skills; 
• Ability to work under pressure; 
• Attention to detail; 
• Ability to multi-task; 
• Negotiation and analytical skills; 
• Strong problem-solving skills. 

Technical: 

• Very good working knowledge of relevant computer systems and applications;
• Sound judgment; 
• Ability to be resourceful and creative in approach to resolving issues; 
• Excellent analytical, decision-making, and problem-solving skills to determine appropriate actions/methods/techniques to be used to analyze work in order to ensure conformance to quality standards, and to resolve issues or problems; 
• Knowledge of the principles, methods and requirements of workplace health and safety programs 
• Proficiency in computer applications relevant to the job; 
• Ability to multitask, prioritize and work under pressure. 

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• A Bachelor’s Degree in Business Administration/Studies, Public Administration or related discipline 
• Five (5) years’ experience in facility, administrative or office management or related area, two (2) of which should be at the Supervisory level 
• Training in Supervisory Management; 
• Specialized Training in Air Conditioning and Refrigerator would be an asset 

Special Condition Associated with the Job:

• Normal Office Settings;
• May be required to work on weekends; 
• Requires frequent exposure to putrid odours; 
• May involve exposure to biohazardous and infectious pathogens (e.g. viruses and bacteria, including HIV, tuberculosis, hepatitis, COVID-19 etc.); 
• May be required to work outside the normal working hours due to the exigencies of the service. 

Please note that only shortlisted applicants will be contacted.