Director of Facilities Management and Planning Department

Job Purpose:
To direct and oversee the facility management and maintenance operations, the renovation projects, and the construction projects at the University of Al Dhaid’s campuses and facilities and ensure the prompt and efficient delivery of services offered by the department.

Key Accountabilities:

• Supervise the daily activities schedule of the services offered by the Facilities Management and Planning Department to ensure projects are completed within budget and schedule.
• Monitor progress, provide financial control and ensure quality of renovation and construction projects around the campus in Al Dhaid and the other branches.
• Interact with governmental branches and regulatory agencies as required to ensure that projects comply with the applicable legal requirements and regulations.
• Provide the technical terms and conditions of the service provider’s contracts to ensure they comply with University rules and regulations. As well as review the performance evaluations of contractors and service providers ensuring their compliance with contracts, and take action if standards or deadlines are not met.
• Participate and assist in the preparation of tender documents pertaining to construction projects. As well as participate in reviewing and evaluating proposals/quotations, and offer suggestions and recommendations.
• Develop and coordinate plans with local government departments responsible for electricity, water and sewage to ensure the proper and timely provision of these services to the University.
• Provide leadership to the FMP’s team in order to build and develop their organizational capabilities, provide them with development opportunities such as training, coaching, etc., as well as report on their performance.
• Manage the hiring process for the FMP department including preparing request to recruit forms, selection and interview process in order to ensure the best and most suitable candidates are selected.
• Ensure the proper implementation of health and safety regulations as per industry best practices. As well as act as a custodian of Uodh’s properties and ensures they are properly maintained and well taken care of.
• Facilitate communication between the Facilities Mgmt. and Planning Department and other departments, to ensure that any correlated and linked job tasks are completed smoothly and in a timely fashion.
• Manage the department’s budget, track expenditures, and ensure that adequate provision is made for all activities, and are within the limits of the budget.
• Prepare various reports, strategic plans, analyses and statistics related to the Facilities Management and Planning Department when requested by top management.
• Complete any other job-related tasks as assigned by line manager within the expected time limit.

Job Specific Accountabilities:

Operational Plans:
• Develop the department’s operational plans and monitor the effective implementation of same while ensuring that they are in line with other plans from across the department in order to contribute to the realization of the Financial and Administrative Affairs function’s overall strategic objectives.

People Management:
• Supervise the effective achievement of the department’s objectives, set individual objectives, supervise the team’s performance, and support in the development of staff in order to participate in the achievement of the FMP department’s overall objectives.
• Provide on-the-job training and constructive feedback to all subordinates to support their personal and professional development to contribute in preparing a workforce that drives Uodh and achieve strategic objectives.
• Organize and supervise the activities and work of subordinates to ensure that all work within the department is carried out in an efficient manner, which is consistent with the Financial and Administrative Affairs function’s operating procedures and operational plans.

Continuous Improvement:
• Motivate subordinates and contribute in identifying opportunities for continuous improvement of systems, processes, and practices while taking into account international leading practices in the facilities management spectrum, improvement of business processes, cost reduction, and productivity enhancement.

Systems, Processes and Reports:
• Provide input to enhance and oversee the implementation of the department’s procedures, to ensure adherence to UODH’s regulations.
• Supervise the preparation and review the department’s reports, and ensure that they are prepared timely and accurately, and meet the FMP department’s requirements, and standards.

Key Interactions:

Internal:
• Chancellor’s Office.
• VC’s Office.
• Compliance and Internal Audit Office.
• Academic and non-academic staff members.
• Executive departments (e.g. HR, Finance, etc.).

External:
• Al Dhaid Municipality.
• Department of Town Planning and Survey.
• Sharjah Electricity and Water Authority.
• Related Government Ministries/Organizations.
• Contractors/Contracting Companies.

Required Qualification & Experience:

• Minimum bachelor’s degree in facilities management, building construction, civil engineering, architecture or a relevant discipline.
• More than 15 Years of UAE experience in leadership positions preferably in higher education institutions.
• Priority to UAE Nationals.

Required Skills:

• Excellent oral and written communication skills and the ability to prepare professional documents, in both Arabic and English.
• Work in a collaborative and solutions-focused manner to achieve win-win outcomes.
• Demonstrate an understanding of personalities and behavioural styles.
• Strong presentation skills and the ability to influence.
• Customer focus and ability to promptly and proactively solve problems.
• Excellent proficiency in MS office applications.
• Excellent organizational skills and Strong negotiation skills.
• Ability to provide technical guidance and leadership to professional personnel in their area of expertise.
• Skill in budget preparation and fiscal management.
• Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
• Strategic planning skills.
• Outstanding interpersonal and community relations skills and the ability to communicate and work effectively within a diverse community.
• Ability to negotiate and manage contractual arrangements.
• Ability to participate in the planning and construction of new buildings, as well as major renovation/repair projects.
• Demonstrated knowledge of and experience with the management of utility systems within a deregulated environment preferred.