Facilities Coordinator

Key Responsibilities

Facilities Maintenance & Operations

Coordinate the day-to-day maintenance and upkeep of assigned buildings, facilities and premises.

Conduct regular inspections to identify maintenance requirements, defects and potential risks.

Coordinate timely repairs and maintenance works and follow up until satisfactory completion.

Develop and maintain a preventive maintenance schedule for key facilities, equipment and building systems.

Maintain a facilities issues tracker and ensure outstanding matters are appropriately followed up and escalated.

Monitor the general condition and operational readiness of facilities and recommend necessary improvements.

Repairs, Renovations & Projects

Coordinate approved repair, renovation and improvement works.

Assist in defining the scope of required works and obtaining appropriate quotations in accordance with organizational procedures.

Coordinate access, scheduling and implementation of approved works with contractors and institutional representatives.

Monitor progress and verify that completed works correspond with the approved scope before reporting completion.

Promptly escalate significant delays, variations, quality concerns or additional costs for appropriate approval.

Governance note: The Facilities Coordinator does not independently approve expenditure, appoint major contractors or authorize material variations to approved works unless specifically authorized under the organization's applicable approval framework.

Job Description

Contractors & Service Providers

Coordinate facilities-related contractors, technicians and service providers.

Maintain appropriate records of contractors, services performed, warranties and relevant documentation.

Monitor contractor performance, responsiveness and quality of work and report recurring concerns.

Support periodic review of facilities-related service arrangements to promote quality and value for money.

Utilities & Essential Services

Support the monitoring of electricity, water and other facilities-related services.

Identify and report unusual consumption, service interruptions or infrastructure concerns requiring attention.

Coordinate facilities-related follow-up with utility providers and technical service providers where required.

Recommend practical measures to improve efficiency and reduce avoidable facilities-related costs.

Safety, Security & Facility Standards

Identify and promptly report facility-related health, safety, security and operational risks.

Coordinate corrective actions within the scope of the role and escalate significant risks to management.

Support the maintenance of appropriate fire safety, emergency and other essential facility systems.

Coordinate cleaning, security and other facility-support services where assigned.

Support institutional management in maintaining appropriate standards of cleanliness, safety and functionality.

Asset & Equipment Coordination

Support the identification, location and physical verification of organizational assets and equipment in coordination with Finance.

Notify Finance of newly acquired, transferred, donated, relocated or disposed physical assets to support accurate asset records.

Support periodic physical asset verification exercises.

Maintain relevant facilities and equipment records, including warranties, maintenance histories and service documentation.

Clarification: Responsibility for the organization's financial fixed asset register and accounting treatment remains with Finance.

Facilities Planning & Budget Support

Identify anticipated maintenance, repair and facilities improvement requirements.

Prepare periodic facilities priorities and estimated requirements for management consideration

Support the preparation of annual facilities and maintenance budgets.

Monitor approved facilities activities against planned priorities and flag emerging requirements or potential cost pressures.

Provide input into capital expenditure and infrastructure planning where required.

Documentation & Reporting

Maintain organized records of maintenance requests, inspections, quotations, approved works, contractors and completion status.

Provide periodic facilities reports highlighting completed works, outstanding matters, significant risks and upcoming priorities.

Maintain appropriate supporting documentation for facilities expenditure and submit relevant records to Finance in a timely manner.

Escalate material facilities issues requiring management or governance attention.

Coordination with GISER Institutions

Where the role extends across GISER institutions, the Facilities Coordinator shall work collaboratively with the respective institutional Directors and designated administrative or facilities personnel.

The role is intended to coordinate and support facilities management rather than replace the operational authority of institutional leadership.

Material works, capital expenditure and significant changes to institutional facilities remain subject to the applicable management, budgetary and governance approvals.

Key Performance Areas

Timeliness of response and closure of facilities issues.

Implementation of preventive maintenance plans.

Reduction in recurring or avoidable maintenance problems.

Quality and timely completion of approved repairs and projects.

Effective coordination and monitoring of contractors and service providers.

Accuracy and completeness of facilities records and documentation.

Timely identification and escalation of significant facility risks.

Effective facilities budget planning and cost awareness.

Quality and timeliness of management reporting.

Compliance with organizational procurement, financial and approval procedures.

Qualifications & Experience

Diploma or Bachelor's degree in Facilities Management, Building/Construction Management, Engineering,

Business Administration or a related field.

Relevant practical experience in facilities, property, maintenance or operations coordination.

Experience coordinating contractors, repairs or renovation works is desirable.

Good understanding of basic building maintenance and facilities operations.

Experience working within an educational, NGO or multi-site environment would be an advantage.

Skills & Competencies

Strong organizational and coordination skills.

Practical problem-solving ability.

Ability to prioritize multiple maintenance and facilities requirements.

Good contractor and stakeholder management skills

Strong follow-up and attention to detail.

Ability to maintain accurate records and prepare concise reports.

Basic budgeting and cost-management awareness.

Good written and verbal communication skills.

Ability to work collaboratively across different institutions and departments.

Sound judgement and ability to recognize when matters require escalation.

Professional Conduct & Accountability

Act with integrity, professionalism and accountability.

Protect organizational property and resources.

Maintain appropriate confidentiality.

Avoid conflicts of interest in dealings with contractors and suppliers.

Ensure quotations, contractor recommendations and facilities-related transactions are handled transparently.

Operate within approved budgets, policies and delegated authority.

Promptly disclose any suspected irregularity, safety concern or significant risk.

Maintain appropriate professional boundaries with suppliers and service providers.

Role Development

As Salaam Ghana/GISER and its institutions grow, the scope of the Facilities Coordinator role may expand to include greater responsibility for centralized facilities planning, preventive maintenance systems, multi-site infrastructure coordination, capital projects and facilities performance monitoring.

Any material expansion of responsibilities will be aligned with organizational needs, approved structures and the applicable delegation of authority.

Location: Accra

Salary: Attractive

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