Ministry of Land and Legal Affairs
Port of Spain
Job Description
The incumbent is required to assist in managing the provision of facilities management services in a large Ministry/Department ensuring regulatory compliance and a safe and functional work environment for employees and clients; or manages and supervises the provision of such services in a small/medium Ministry/Department. Duties include supervising staff performing facilities management duties; assisting in or developing and implementing a preventative maintenance programme, facilities management policies, procedures and guidelines; contributing to or providing advice on facilities management matters; assisting in or making recommendations for and implementing facilities upgrades and construction; assisting in or developing budget proposals; preparing tender documents and supervising contractors providing contracted services related to facilities management. Dependent on work assignment, the incumbent will be required to perform the duties relevant to that assignment.
Key and Critical Responsibilities
- Plans, organizes and supervises the work of staff engaged in the provision of facilities management services in a medium sized Ministry/Department or assists in performing these functions in a large Ministry. <div>- Develops and implements a programme for the ongoing preventative maintenance and operations of building structures, grounds, equipment and mechanical/electrical systems in a medium sized Ministry/Department or assists in performing these functions in a large Ministry. </div><div>- Supervises the development and implementation of facilities upgrades, remodeling, construction, relocation and other related projects. </div><div>- Contributes to or provides advice on matters pertinent to or adversely affecting the functional integrity of buildings, equipment and facilities services of the Ministry/Department and recommends remedial measures. </div><div>- Makes recommendations regarding building structures, alterations, and additions to equipment, fixtures and other changes as required to maintain optimal decor and functions of a medium sized Ministry/Departments facilities or assists in performing these functions in a large Ministry. </div><div>- Supervises and co-ordinates the planning and acquisition of accommodation and the utilization of space and facilities consistent with the requirements of organizational efficiency. </div><div>- Takes action to ensure that all facilities are in compliance with the Occupational Safety and Health Act (OSHA) and proper systems for security of all facilities and occupants are in place in a medium Ministry/Department or assists in performing these functions in a larger Ministry. </div><div>- Supervises and monitors contractors engaged in performing services related to repair, maintenance and upgrade of buildings, grounds, equipment and other systems. </div><div>- Develops budget proposals related to the provision of facilities management services for inclusion in draft estimates; also prepares cost estimates and scope of works for contracted services related to facilities management in a medium Ministry/Department or assists in performing these functions in a larger Ministry. </div><div>- Supervises the preparation of tender documents and contract specifications for facilities management contracted services. </div><div>- Performs periodic inspections of all facilities equipment and systems to ensure optimal functioning. </div><div>- Prepares and/or supervises the preparation of Cabinet Notes, reports, correspondence and other documents pertinent to facilities management. </div><div>- Represents the Ministry/Department on committees, meetings and other fora. </div><div>- Performs other related duties as may be required.</div>
Key Competencies
<b><u>KNOWLEDGE: </u></b><div>&nbsp;- Considerable knowledge of the principles and techniques of Facilities Management. </div><div>&nbsp;- Considerable knowledge of building construction and maintenance work, codes and standards. </div><div>&nbsp;- Considerable knowledge of the methods, materials and equipment used in upgrades, preventative maintenance and repair of facilities and equipment. </div><div>&nbsp;- Considerable knowledge of Occupational Safety and Health Act as it pertains to facilities management. </div><div>&nbsp;- Considerable knowledge of project management principles and techniques. </div><div>&nbsp;- Knowledge of the principles of space planning and utilization. </div><div>&nbsp;- Knowledge of the budget preparation, work scope development, cost estimation and public service procurement procedures and techniques.</div><div><br></div><div> </div><div><b><u>SKILLS AND ABILITIES: </u></b></div><div>&nbsp;- Skill in the use of personal computers. </div><div>&nbsp;- Proficiency in the use of Microsoft Office and Microsoft Project. </div><div>&nbsp;- Ability to use e-Government technology platforms. </div><div>&nbsp;- Ability to supervise and co-ordinate the work of staff performing facilities management duties. </div><div>&nbsp;- Ability to develop and implement a preventative maintenance programme for building facilities, equipment and systems. </div><div>&nbsp;- Ability to prepare budget proposals, work scopes and cost estimates related to the provision of facilities management services. </div><div>&nbsp;- Ability to communicate effectively both orally and in writing; and to prepare comprehensive reports, briefs and other documents on facilities management matters. </div><div>&nbsp;- Ability to establish and maintain efficient working relationships with associates, other Public Service employees and members of the public.</div><div><br></div><div><b><u>MINIMUM EXPERIENCE AND TRAINING: </u></b></div><div>&nbsp;- Minimum of six (6) years experience performing facilities management duties, including at least three (3) years at a managerial/supervisory level. </div><div>&nbsp;- Training as evidenced by the possession of a Bachelors Degree in Facilities Management; or Civil/Structural/Mechanical/Electrical Engineering supplemented by certification in Facilities Management.</div><div> </div>