JOB DESCRIPTION

Description

Vacancy Announcement

Job title:

Facilities Manager

Work Location:

Kono District, Sierra Leone

Department:

Infrastructure

Reports to:

Associate Director of Operations with Director of Infrastructure (Technical)

Line Management

Facilities Management Team.

Requisition Number

4488

Duration of Contract

Twelve (12) Months, (100% Onsite).

Application Status

Internal & External Advert

Organisation Profile

Partners In Health (PIH) is an international health organization relentlessly committed to improving the health of the poor and marginalized. PIH partners with local governments to build local capacity and works closely with impoverished communities to deliver high-quality health care, address the root causes of illness, train providers, advance research, and advocate for global policy change. Our delivered services in the field are based in our partnership with the Governments and Ministries of Health and the support to education, training and mentorship to Health care workers and students is one of our pillars for the Health care system strengthening.

PIH currently has implementation programs in Haiti, Rwanda, Lesotho, Liberia, Malawi, Peru, Mexico, Russia, Sierra Leone and Navajo Nation. Through our partnership with Harvard Medical School and the Brigham and Women’s Hospital, we support a wide range of programs in dozens of other countries around the world.

Our Work In Sierra Leone:

Partners In Health (PIH) began supporting the government of Sierra Leone in response to the Ebola epidemic in October 2014. Recognizing the large need for continued investments in the health system after Ebola, PIH is committed to long-term health system strengthening in support of the Ministry of Health and Sanitation (MOHS), guided by the same principles as our emergency response and our work around the world: public sector accompaniment, integrated and comprehensive services, social justice, nimbleness and flexibility, partnership, community ownership, and evidence-based interventions. In the aftermath of the epidemic, PIH is committed to supporting the delivery of comprehensive health services in Sierra Leone, from the community level to the health center and to referral hospitals.

Position Overview

We are seeking an experienced and detail-oriented Facilities Manager to oversee the maintenance, safety, and operational efficiency of our hospital’s physical infrastructure & systems. The ideal candidate will be responsible for ensuring a safe and comfortable environment for patients, staff, and visitors. The Facilities Manager will collaborate with various departments internally and external partners to coordinate facility-related activities and implement strategies for optimal facility performance.

PIH seeks individuals committed to the mission and values (see PIH Values) of the organization to join the team.

Essential Duties and Responsibilities:

Accountabilities

Leading and directing all Facilities activities in the hospital, in close collaboration with the Operations, clinical and nursing leadership, and developing, assessing and implementing the Facilities management strategy, policies, tools and procedures specifically in the areas of Mechanical, Construction, HVAC, Energy, and structural Maintenance.
Assisting in defining the yearly planning, budget and the hospital activities in order to identify and respond to the needs of the hospital improvements, maintenance and construction in collaboration with the operations Technical Team.
Responsible for the implementation and ensuring the proper functioning of the hospital facilities and structures whether linked to development, installation, maintenance and improvement (e.g. structure, energy, WHS, Mechanical, HVAC and Equipment’s) in accordance with PIH standards and development protocols.
Ensuring that hospital occupational health and safety systems are in place, maintained and updated when needed (e.g. fire safety including emergency planning and Occupational Hazard).
Supporting the hospital facility team in the implementation of the Facility Maintenance Plan, systems (Upkeep) and provide training for its efficient implementation. Ensuring that all staff in the hospital are informed of the proper use of the hospital’s infrastructure and equipment.
Planning and supervising the facility team, the HR processes (recruitment, training, performance evaluation) of the Facility personnel in order to ensure both the sizing and the amount of knowledge required for the activity.
Providing technical reference to all Facility team in the Areas of Mechanical, Energy, HVAC, Construction, Rehabilitation and Maintenance.
In coordination with the Operations and Infrastruction technical team, review the current hospital facility management strategies, tools and procedures and recommending possible amendments or revisions in order to achieve effectiveness and efficiency of the hospital structures.

Team Leadership

Close collaboration with the biomedical manager, IT manager, safety manager and the operations teams to allow a smooth operation of both hospitals including clinical leads and MOHS or designates.
Identification of training for the facilities department staff, and actively plan the capacity building of the departmental staff.
Foster collaboration between embedded engineers and contractors construction team during the project and operational readiness phase.
Lead the recruitment of new staff for the hospital facilities team.
Provide regular supervision to direct reports, ensuring staff have clear goals and priorities, professional development plans, and regular performance reviews.

Health & Safety

● Be the focal point of contact during an emergency e.g. fire etc. with adequate and timely responses.

● Periodically conduct joint Health and Safety inspections with the Safety team & team on ongoing activities, equipment usage, and on the installed systems to prevent incidents and accidents.

Contract Management & Support to general procurement.

● Negotiating contract terms and conditions with clients and or suppliers for effective service level agreements of installed equipment and smooth planned maintenance.

● Drafting, reviewing, and modifying contracts to ensure legal and regulatory compliance as support to procurement team.

● Monitoring contract performance and ensuring adherence to all obligations.

● Resolving contract-related issues and proffer solutions for smooth operations.

● Ensuring that contracts align with all organization policies, procedures and national requirements.

Cost & Budget Management.

● Establish and manage facilities budget, creating the purchase requisitions with relevant specifications including supplies and equipment, follow up on invoices payments and responsible for reporting the department’s financial information

● Handle billings and contract management for subcontractors and suppliers.

● Monitor maintenance spending and comparing actual to budgeted amounts.

Planning & operations

● Lead the testing and commissioning of the newly constructed systems and facilities.

● Collaborating with project teams, including architects, engineers, and contractors, to ensure project goals are met in terms of operational readiness.

● Plan and supervise the preventive maintenance of all installed equipment, systems and the general buildings including civil works.

● Effectively lead and manage the facilities team, within the department’s key performance indicators (KPIs) standards including but not limited to facilities technicians, service contractors, and all critical equipment contractors.

● Maintain the database of the facilities fixed assets and plans their lifecycle replacement.

● Periodically conduct inspection of properties, equipment and systems to detect malfunctions and check their status.

● Develop, implement, and evaluate maintenance policies and standards operating procedures.

Reporting

● Develop and maintain accurate records of all facility-related activities, including maintenance schedules, safety inspections, and repair histories.

● Generate regular reports on facility performance, safety metrics, and compliance status for review by senior management.

● Periodic review and aligning of warehouse reports for spares replenishment and consumption data analysis.

● Energy usage analysis for critical equipment and generally for the hospital in order to increase efficiencies.

Prevention of Sexual Exploitation, Abuse and Harassment

At Partners In Health, we are committed to ensuring that those who benefit from our work- including our patients, families and community members – as well as our staff are treated with dignity and respect and protected from sexual exploitation, abuse and sexual harassment. A range of pre-employment checks will be undertaken in conformity with Partners In Health’s PSEAH policy. Partner In Health will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Education and Work Experience Requirements

Technical Competencies

Bachelor’s degree in engineering (civil, mechanical, electrical or WASH etc. ), master’s will be an added advantage.
Minimum of 5 years’ of facilities management in a hospital environment.
Proficient in Microsoft Excel, Word, Outlook.
Knowledge of CMMS software for facilities management e.g. UPKEEP.
Proficient in AutoCAD, Revit, Bluebeam etc.
Knowledge of environmental, health and safety practices.
Experience conducting basic data and budget analysis.

Managerial Competencies

Experience leading and managing a team towards the successful maintenance of the facility, including developing and meeting KPIs.
Experience building and training a new team of technical experts.
Experience managing external contractors.
Experience managing facilities budgets.
Capable to work with minimum supervision or oversight.

Behavioral Competencies

Committed to putting PIH values first.
Committed to continuous learning
Consistently delivers work in an ambiguous environment
Able to communicate well (written and verbal) with outside vendors
Consistently approaches work with energy and a positive, constructive attitude
Demonstrates openness to change and ability to manage complexities
Able to work effectively in a team and meet deadlines.

Social Justice

We are a global health and social justice organization that responds to the moral imperative to provide high-quality health care globally to those who need it most. We strive to ease suffering by placing patients at the center of all care, bringing the benefits of modern medicine to all.

Method of application

Interested candidates are required to apply through our website: www.pih.org/employment. In your application, please ensure to include names, addresses, email addresses and telephone numbers of three (3) referees not later than 12:00pm GMT (Midnight) on Wednesday June 11th, 2025.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements