Position Title: FACILITY COORDINATOR/WARM BASE

Project Worksite: Central Office/AMD – (1 Position)

Deadline for submission: Friday, November 18, 2024, at 5:00 pm Liberia Time

About PREVAIL

PREVAIL, or the Partnership for Research on Vaccines and Infectious Diseases in Liberia, is a clinical research partnership between the U.S. Department of Health and Human Services and the Liberian Ministry of Health.

Summary of Position

The Facility Coordinator shall oversee buildings and equipment maintenance, schedule preventative maintenance tasks, manage efficient and safe working environment, respond to maintenance emergencies. S/he will provide contractor project management, tracking and monitoring and evaluation of implemented projects and reporting. S/He will serve as the PREVAIL point of contact for service providers who are responsible for servicing PREVAIL’s assets and equipment. The Facility Coordinator may also be required to determine equipment and supply needs for new buildings.

Essential functions include, but are not limited to, the following:

Description of Responsibilities

• Provide daily and/or weekly updates and monthly reports to the Facility Manager with respect to activities relating to all PREVAIL’s facilities.
• Develop a tracker to regularly track the status of all sites related tasks to ensure timely completion and report.
• Escalate issues and navigate obstacles to deliver work in a timely manner.
• Manage building and equipment maintenance schedules and reporting.
• In collaboration with the Project Management Assistants (PMA), keep weekly and daily track of generator fuel consumption.
• Document facility operations include filing and monitoring renovation contracts and project kickoff and completion dates at all PREVAIL sites.
• Keep track of site fuel supply and keeps track of fuel consumption levels at all sites and follows up with PMA to compile documents for financial transactions or payment of vendor.
• Initiate procurement requests, requests petty cash, and makes sure renovation materials are delivered to the site as scheduled.
• Assist with ordering office supplies, renovation materials, and construction materials or equipment and ensuring these materials meet the required standard.
• Make suggestions or recommend possible solutions for improvement in the Facility Department.
• At the Supervisor’s request, assist with inspecting and verifying completed works by contractors and vendors and confirms payment.
• Assist with maintenance requests for repair of the project site and equipment.
• Respond to sites’ urgent maintenance calls.
• Prepare for emergencies by creating building evacuation and other action plans for staff safety.
• Supervise the PMAs at the various sites to ensure the sites remain operational.
• Document processes and keep maintenance records for equipment and buildings.
• Based on project implementation plan and milestone schedule, check completed work implemented by contractors and vendors including renovation, maintenance, and supplies.
• Based on contractor project completion reports, conduct vetting and walkthrough to validate reports provided and make recommendation to process contractor payment based on agreed contract amount.
• Compile various sites administration reports.
• Develop and implement a facility management program including preventative maintenance and life cycle requirements.
• Conduct and document regular facilities inspections at all PREVAIL.
• Generate and present regular reports and reviews of facility-related budgets, finances, contracts, expenditures, and purchases.
• Oversee environmental health and safety.
• Respond to facility and equipment alarms and system failures.
• Provide prompt response to requests and issues from facility staff and occupants.
• Coordinates with security firm to ensure security of all PREVAILfacilities.
• Advise on and monitor energy efficiency at all site levels.
• Monitor maintenance budget spending.
• Serve as Facility Manager in the absence of the Facility Manager.
• Perform other duties as assigned.

Skills

• Proficiency in Microsoft Office software such as Word, Excel, and PowerPoint.
• Excellent organizational and communication skills.
• Identification, planning, organization, implementation, and management.
• Monitoring and evaluation.
• Proficiency in Facilities Management (FM) software.
• Extensive experience in building and equipment maintenance.
• Advanced knowledge of maintenance planning and scheduling.
• Ability to respond to building and equipment emergencies.
• In-depth knowledge of building safety regulations and security protocols.
• Knowledge of logistics, supply chain and procurement as well as warehouse and inventory management. Writing and reporting skills.

Leadership Competencies

• Ability to manage people and teams.

Qualifications

• Bachelor or Associate Degree in project management, or related field.
• Relevant skills or experience in construction and maintenance works, as well as training in facilities management will be an added advantage.
• Preferred related job experience: A minimum of 3-6 years of experience in facility coordination and project management.

Application Instructions:

To apply, please download and complete an application form from TMG’s website Liberia PREVAIL Job Application Form – The Mitchell Group (the-mitchellgroup.com) and return completed application form with Resume/CV per below:

For current PREVAIL staff, completed application form and CV/Resume must be sent toprevailjobs@tmg-liberia.com

For all other applicants, completed application form and CV/Resume must be sent tojobs@tmg-liberia.com

All applicants must take note of the email submission instructions in bold and italics above.

This job description is not designed to cover or contain a comprehensive listing of tasks, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned with or without notice. It is anticipated that the position will be effective on or about December 2, 2024.

TMG is an Equal Opportunity Employer and vacancies listed in the job announcement are open to the public including employees currently working under the incumbent PREVAIL subcontract.

TMG is an Equal Opportunity Employer and vacancies listed in the job announcement are open to employees currently working under the incumbent PREVAIL subcontract.