Manager – Facilities and Administration

  • Full Time
  • Lusaka, Zambia
  • Applications have closed.

Prudential Life Assurance Zambia (PLAZ)

Business Unit Prudential Life Assurance Zambia(PLAZ)
Business Function Human Resource and Administration
Reports to Head – Human Resource and Administration
Position Manager – Facilities and Administration
Location Lusaka
Job Type Full Time
Job Purpose & Scope
  • The Facilities & Administration Manager will be responsible for the overall Prudential offices building maintenance management, will oversee the setting and management of Lease agreements, rental payments, management of supplier contracts ensuring all Service Level agreements are in place on the Facilities section on the Life section.
  • The Job holder will be responsible for transport and logistics, registry, process flows and procedures, due diligence, Prudential asset insurance, contract renewals and general office administration.
  • They will be responsible for ensuring a healthy, safe and secure work environment, reporting in line with group requirements the health & safety status of all PLAZ locations and the physical security assessments and resolutions status of all properties.
  • The role will be responsible for planning, acquiring and management of space needs and projects, while managing budgets in a cost-effective approach ensuring spending at most 90% of the budget plan on various budget lines.
Principal Accountabilities: Facilities Management

To ensure the following:

  • Payment of rentals and service charges within 14 days of falling due
  • Lease administration management, ensuring signed leases 1 month before expiry of current leases.
  • Building maintenances execution within 24 hours for emergencies and 5 days for none emergencies, cost management & reporting
  • Plan & implement cost reduction strategies and managing budgets to be within 90% of plan.
  • Space planning, management, acquisition, and implementation of space projects and hot desking policy
  • Management of health & safety activities
  • Management of service Contracts and SLAs and servicing of equipment during the scheduled times
  • Manage facilities and logistics TAT by ensuring maintenance of emergencies within 24 hours from report and within 5 working days for normal maintenance needs.

Space Management & Hot Desking

  • Ensure efficient space management through WFH plans, hot desking, redesigning, and   remodeling of office spaces.
  • Prospected space needs planning
  • Ensure the hot desking policy is reviewed and updated.

Transport, Logistics & Administration

  • Ensure administration of transport and all travel logistics for the Organization and supporting the business to streamline processes for efficiency and effectiveness.
  • Oversee administration of staff airtime, data and management of relations with mobile service providers
  • Ensure payment of service provider bills and reconciliation of accounts
  • Oversee general administrative tasks including compliance certification, Management of Branch petty cash, courier, and office supplies.
  • Oversee the day-to-day stores management.


  • Ensure local & global PLAZ assets insurance covers by mid-year for global covers and by year end for local covers.
  • Ensure Contract with insurance broker are in place.
  • Insurance claims monitoring and reporting

Health & Safety (10 %)

  • Ensure monthly risk assessments and resolution for all PLAZ offices.
  • Ensure a maintained incident record &. register
  • Coordinate health & safety activities
  • Responsible for health & safety training for staff Emergency Response Team (ERT) members
  • H&S activity tracking i.e. ERT monthly meetings etc


  • Facilitate & account for all day-to-day Registry operations.

Reporting on but not limited to the following:

  • Health & Safety activities
  • Project implementation
  • Group Health & Safety
  • Space needs
  • DEFRA reporting
  • Costs against budget management
  • Monthly operations report
  • Insurance quarterly reports

People Management

  • Responsible for a team of employees in the unit.
  • Manage team performance.
  • Build team engagement, wellbeing, and collaboration.
  • Ensure team leave management.
  • Facilitate for short refresher profession trainings for the team.
  • Identify and plan for team training needs.
Core Competences Required:
  • Alert and able to plan.
  • Good customer care
  • Good writing skills
  • Proactive
  • Able to work with minimum supervision and respond to emergencies.
  • Good communication skills
  • General knowledge of the property, Transport & Logistics management
  • Good computer skills and reporting skills
  • Records keeping skills
Experience, Knowledge & Skills
  • Minimum degree in Real Estate, Building Science, Architecture or Related
  • Masters’ degree will be added advantage.
  • Project Management will be added advantage.
  • Applied experience in Property Management
  • Applied experience in transport, logistics and office administration.
  • Demonstrable ability to communicate effectively, verbally and in writing, to clearly express logically reasoned ideas.
  • Ability to think clearly and assess matters quickly and to solve problems on short notice.
  • Ability to make/take calculated decisions and to think forward and act accordingly.
  • Excellent IT skills and competent user of excel, power point and MS office suite
  • Applied experience in records management.
Date Posted 2024-02-08
Deadline 2024-02-13
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