Facility Management & Procurement Lead at Phillips Consulting

ROLE PURPOSE STATEMENT: 

This role will oversee the organisation's facilities and procurement processes. The Facility Management and Procurement Lead will establish the organisation's facilities maintenance culture and strategies for their longevity. They will supervise all members of the procurement team and maintenance personnel.

The role will focus on maintaining and improving the use and state of the organisation's facilities and also seek ways to manage the cost of procurement.

The aim is to ensure that these functions are carried out effectively and efficiently, in harmony, and accordance with applicable statutory regulations, the organisation’s operational standards, and policies.

MAIN ACCOUNTABILITIES

• Implements the Church’s procurement strategies, policies, and procedures that will ensure the correct structures, systems, resources, and processes are in place to meet the requirements of the operation in the assurance of supply, quality, service, cost, innovation, time, security, and regulatory compliance.
• Oversees the maintenance and functionality of the church’s facility.
• Manages and tracks preventive maintenance and repairs for the church facility and equipment, including office cleaning, fire alarm and fire suppression systems, security alarm, etc.
• Maintains the inventory of keys within the church premises.
• Maintains a safe and clean warehouse/ work environment by keeping shelves, pallets area, and workstations neat and complying with procedures, rules, and regulations.
• Manages the church warehouse inventory control process for keeping accurate records and quality standards for reorders and audits, including managing the physical inventory counts.
• Monitors the church’s day-to-day purchases within the stipulated budget.
• Manages delivery timelines internally and with the sub-contractor/vendor.
• Monitors supplier cost/quality and delivery performance and drives actions for improvement where necessary.
• Acts as liaison between suppliers, internal departments and external parties.
• Collaborates with key persons (Department/vendors) to ensure the clarity of the specifications and expectations of the church.
• Foresees alterations in the comparative negotiating ability of suppliers and clients.
• Develops, implements, reviews, and maintains adequate and effective internal controls.
• Adheres to Health, Safety, and environmental policies and procedures.
• Performs other duties as the Head of Admin & HR requires. 

OTHER REQUIRED COMPETENCIES

• Resource allocation.
• Procurement management.
• Financial management.
• Proactiveness.
• Relationship management.
• Conflict management.
• Strategic planning & management.
• Teamwork & cross-functional collaboration.
• Vendor Management.
• Financial Management.
• Excellent interpersonal & communication skills.
• Decision-Making.

KEY PERFORMANCE INDICATORS(KPIs)

• % Budget Management/Performance.
• % Accuracy, quality, and timeliness of inventory reports.
• Number of team trainings conducted annually.
• % Total cost savings.
• % Procurement ROI.
• % Internal compliance.
• % team bonding and appreciation efforts.

KEY INTERFACES INTERNAL:

• Directors/Pastors.
• Head of Departments.
• Head of HR/Admin.
• Security.

KEY INTERFACES EXTERNAL:

• Procurement & Facility Vendors

Requirements

EDUCATION, EXPERIENCE & TECHNICAL SKILLS

• Diploma/Degree in relevant field.
• Devoted follower of Jesus Christ.
• Minimum of 5 years’ work experience.
• Experience in Supply Chain/procurement management.
• Proven track record of controlling and reducing external spending whilst developing a robust supplier base.
• Fully conversant with modern procurement and purchasing techniques.