I&M Bank Uganda is a commercial bank headquartered at Kingdom Kampala with a growing regional presence. The Bank offers a wide range of commercial banking and financial products and services, and prides itself on introducing innovative products and services based on the needs of its customers. We are seeking to recruit a competent and highly motivated individual with extensive experience and abilities to support business growth in the following position:

JOB TITLE: FACILITIES OFFICER

LOCATION: HEAD OFFICE

REPORTS TO: MANAGER ADMINISTRATION AND CORPORATE SUPPORT

Job purpose:

The role holder is responsible for ensuring day-to-day smooth management and operation of Bank premises/infrastructure, equipment and, oversee maintenance tasks in line with policies and procedures to provide adequate support for Bank-wide smooth operations as per business strategy and plans.

Key Responsibilities

• Facilities Management:

• Oversee the management and maintenance of the bank's facilities, ensuring they are safe, clean, and functional.
• Ensure all utilities (electricity, water, HVAC) are operational and resolve any facility-related issues promptly.
• Coordinate the timely renewal of building leases and manage the allocation of office space.
• Developing facilities related budgets and oversees leasing contracts
• Ensuring that bank premises and equipment meet minimum requirements.
• Making sure all safety equipment such as fire detections are in excellent operational state
• Overseeing third party service contracts including cleaning service providers and others and directs preventive maintenance procedures for all facilities.
• Making sure that all office buildings, parking lots, store areas, grounds and equipment are well maintained and in optimal working conditions.
• Execution of the asset verification exercise as per the laid down policy and prepare reports with remedies for areas of improvement and ensure they are addressed.
• Tracking asset movements and ensure that all bank assets are in their appropriate places of deployment and in the event of redeployment process documents to facilitate redeployment.
• Managing office space planning to ensure that the facility layout will accommodate present and future needs.
• Conducting periodic inspections of facilities, carrying out needs assessment and implementing improvements in operations as appropriately as per the Occupational Health and Safety guidelines.
• Carrying out period testing of all installed health and safety equipment and make reports of the same with recommendations example fire alarm among others
• Ensures facility operations are in compliance with established health and safety procedures
• Compiling and producing reports for senior management.

Budget and Reporting:

• Prepare and manage the facilities budget, ensuring cost-effective use of resources.
• Provide regular reports on facilities activities.
• Recommend improvements and cost-saving measures.

Compliance and Risk Management:

•  Ensure all activities within the facilities comply with internal policies, banking regulations, and health and safety standards.
• Address any risks or compliance issues promptly and report them to Manager Administration.

Financial Responsibility

• Facilities Budget Management
• Cost Control
• Financial Reporting
• Vendor Management

Educational Requirements

• Bachelor’s degree in business administration or a related field.
• Facilities certification is added advantage.

Work Experience

• A minimum of 2 years of experience in Facilities Management in reputable organization.
• Strong understanding of facilities management.
• Communication, and interpersonal skills.
• Ability to manage multiple tasks and priorities effectively.
• Proficiency in Microsoft Office Suite and other relevant software

Key Required Competencies & Skills

• Health and safety skills
• First aid skills
• Reporting skills
• Communication skills
• Evacuation skills
• Knowledge of health and safety regulations related to office facilities.

Behavioral Competencies

• High attention to detail and accuracy.
• Strong integrity and trustworthiness.
• Proactive and timely in communication and execution.
• Demonstrates good team coordination.
• Strong commitment to compliance and operational risk mitigation.