Premises and Security Officer

SUMMARY

The Premises and Security Officer’s position is responsible for the efficient day to day management of premises and security of matters of FINCA Uganda and works closely with the Administration Manager to provide support in areas of premises maintenance, acquisition of office space for Head Office and Branches, security management by ensuring that FINCA property and staff are protected and guarded at all times, ensuring that the payments to the service providers are made accordingly and monitor the contractual obligations with landlords.  This role will support the organization through reliable and timely support services.  He/She will plan, manage and monitor all security and estates management roles for FINCA Uganda Head Office and Branches.

Key duties and responsibilities:

1. Visit all Branches to ascertain refurbishment needs and liaise with Branch Managers for repairs that need to be addressed and ensure defects are rectified.
2. Negotiate prices quoted by contractors
3. Identify suitable premises for rent or purchase, make initial negotiations for rent or purchase of premises with landlords  and recommend for approval by management
4. Draft and review rental agreements and recommend renewals/payments in line with notice period therein and advise the supervisor on any technical issues.
5. Maintain and update a schedule of all tenancies on a monthly basis and recommend for renew for those whose tenure is nearing expiry, ensure all landlords are paid on time and identify and communicate to all their obligations to maintain their premises and work on the identified defects
6. Oversee periodic pest control and general cleaning of premises by out sourced service providers
7. Ensure queries on premises from branches are expeditiously handled
8. Ensure health and safety standards are in place at all branches, implement health and safety procedures and ensure all staff have been trained.
9. Ensure building and security regulations are in place and functioning all premises
10. Ensure the corporate identity and signage are maintained
11. Develop an annual maintenance budget for refurbishment of premises, ensure invoices for maintenance works are duly authorized and submitted for payment and out of the budget situations are approved and authorized before work commences.
12. Ensure contractual obligations for landlords, contractors, service providers are paid in time and within approved budget and construction, refurbishment and rental expenditure is approves as per policy
13. Implement security policies and procedures and ensure that all FINCA Uganda staff are trained on security policies and procedures.
14. Prepare weekly security reports and submit them to Administration Manager by close of business every Monday for review, prepare a summary of monthly security reports from all the regions for Head office security committee’s review by every last Friday of the month and coordinate the head office security committee proceedings.
15. Visit all FINCA Uganda’s offices, evaluate the security systems in place and make recommendations for management’s review, ensure that controls at the branches are sufficiently implemented and provide staff with security tips on a monthly basis.
16. Maintain and update the Head office keys register regularly and update the key register for all branches.
17. Prepare Head office security committee minutes and submit to Administration Manager by the first Friday of the month.
18. Maintain an effective filing system for all subjects of security concern.
19. Coordinate with security service providers in line with their terms of references to ensure maximum security at all FINCA Uganda locations, maintain a record of all correspondences in this regard and a contact list of all security provider’s key personnel and communicate to the branches.
20. Ensure all alarm systems are up and running at all times and maintain a record of all incidences and correspondences in this regard.
21. Ensure that all Fire extinguishers are serviced in time and all other security equipment and devices.
22. Manage relationships with security companies and conduct security checks and update management, supervise and control of all security personnel on premises.
23. Review and recommend changes to the Administration manual.
24. Perform any other duties as shall be assigned by the supervisor

Competencies 

To perform the job successfully, an individual should demonstrate the following competencies:

1. Demonstrable awareness and understanding of the importance of safe and secure working office environment
2. Familiarity with Fire Safety, Health & Safety, First Aid practices and procedures
3. Has adequate knowledge of mechanical and electrical systems, building products and techniques.
4. Good problem solving, multitasking and negotiation skills.
5. High level of analytical and creative skills
6. Ability to work well under pressure and meeting deadlines
7. Professionalism
8. Flexibility to travel

Qualifications, Skills and Experience 

1. Minimum of 2^nd Class Upper Bachelor’s degree in Science in Quantity Surveying, Building Economics or Bachelors of Real Estates Management.
2. A qualification in Project Management will be an added advantage.
3. At least 3 years work experience in management of premises/facilities, maintenance and security preferably in a service sector

How to Apply:

All candidates who so wish to take up this role in the aforementioned capacity are encouraged to send their applications with detailed CVs including present position and copies of relevant professional/academic certificates to: ug_jobs@fincaug.org

Deadline: 5^th March 2021