Design and Facilities Manager | Addis Ababa, Ethiopia

Job Title: Design and Facilities Manager

Contract Type & Grade: Fixed Term – NOB

Unit/Division: Engineering

Duty Station: Addis Ababa

VA Deadline: 31 January 2023

Job Description

ABOUT WFP

Assisting 91.4 million people in around 83 countries each year, the World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience. On any given day, WFP has 5,000 trucks, 20 ships and 92 planes on the move, delivering food and other assistance to those in most need. Every year, we distribute more than 15 billion rations at an estimated average cost per ration of US$ 0.31. These numbers lie at the roots of WFP’s unparalleled reputation as an emergency responder, one that gets the job done quickly at scale in the most difficult environments. WFP’s efforts focus on emergency assistance, relief and rehabilitation, development aid and special operations.

WFP Ethiopia is working with the government and other humanitarian partners to strengthen the resilience of Ethiopia’s most vulnerable population and to chart a more prosperous and sustainable future for the next generation. The Country Office also supports programmes that use food assistance to empower women, transform areas affected by climate change and keep children in school. It aims to contribute to Ethiopia’s five-year development agenda, the Growth and Transformation Plan (GTP), through which the Government combats food insecurity.

ORGANIZATIONAL CONTEXT

This job is based in Addis Ababa WFP Country Office. Job holders report to the head of Engineering or the designate.

JOB PURPOSE

WFP Ethiopia is looking for a Design & Facilities Manager to manage Design works at Country Office and globally as well as Facilities upgrade works within the Country. The Design & Facilities Manager is responsible to manage the Design team as well as Facilities Technicians.

KEY ACCOUNTABILITIES (not all-inclusive)

Under the general supervision of the Head of Engineering. The Design & Facilities Manager duties shall include but not limited to the following:

Description of Tasks

General description of the tasks:

• Develop Project Strategies – Design & Facility manager will develop and implement successful project strategies, outlining how the design & facility team will create deliverables and implement them for the project.
• Manage Design & Facilities Team – Design & Facility manager will typically manage a team designers & technicians evaluating individual deliverables and overall team performance. Will also deliver critical feedback where needed and encourage team members throughout the duration of a project.
• Collaborate with Clients – Design is important to a project’s success; Design & Facility manager will collaborate with other teams to ensure that success. Will also work mostly with clients, as they are initial points in defining the scope of the work.
• Present Design Ideas – Once design strategies have been developed; design manager will present the idea to management.
• Evaluates overall project Performance – Once a project has been finalized and implemented, design & facility manager will track and evaluate feedback.

Managing Design works

• Manage the design team of Engineers, Architects, and CAD technicians to manage the overall design work.
• Prepare quality control plan for all design projects.
• Review and approve design works at every stage of the design project.
• Conduct project feasibility study for initiated projects and develop option report for further consideration.
• Prepare project implementation plan, design schedule, and budget proposal.
•  Develop/Define project scope of work in coordination with stakeholders.
• Prepare preliminary design report with schematic diagrams and 3Ds for presentation and approvals.
• Prepare structural designs and analysis reports for documentation.

• Document project design files within the appropriate platform and folders.
• Prepare specification of materials for the developed design.
• Prepare a scope of work for a consultant engineering firm for the design and supervision of any complex work. Management of the consultant contract through all stages.
• Co-ordination with the various WFP units including but not limited to admin, security and ICT incorporating the requirements specified into the project design.
• Prepare a scope of work for consultant engineering firms for the detailed design of the projects.
• Manage the consultant firm contract through all stages of the consultant’s contract.
• Direct supervision of the external consultants and to ensure adherence to budget, programme, quality and safety.
• Assess the consultant’s methodologies of the works ensuring that the methods proposed are satisfactory with respect to the requirement of quality, health and safety requirements.
• Co-ordination, monitoring and adherence to procurement activities in the case of external consultant is required, and.

• Prepare specifications for topographical survey, ground investigation and demining (where required) contracts, oversee the procurement action for the contracts, supervise and certify the projects.
• Reporting to Head of Engineering where required on weekly, fortnightly and monthly basis about the progress of works.
• Preparation (where necessary), review and approval of “as built” documentation and preparation of report(s) testifying to the satisfactory completion of the works in accordance with the contract.
• Provide internationally recognized standards of health and safety procedures that needs to be place adjacent properties, all site personnel and the public on construction site.
• Preparation and issuance of the following reports, the format and content of which are to be acceptable to the Head of Engineering and DCD: a feasibility study report, an inception report, a progress report, and a detailed design report.

Managing Global Design Center

• Work with HQ team of Engineers, Architects and CAD technicians to manage Design requests that come from different COs.
• Prepare Design procedure and financial proposal for stakeholders.
• Arrange a communication plan and design review document to control records.
• Gather all relevant information in relation to the project.
• Prepare a presentation along with preliminary design for stakeholders.
• Establish any constraints and/or risks associated with the projects.
• Develop a number of outline design options for the projects (where required) for discussion with the Head of Engineering and Deputy Chief of Engineer at HQ.
• Implement both national and international building codes and standards during design.

• Consult with stakeholders to consider the WFP standards during scope developing.
• Prepare structural design report as per international standards.
• Liaise with local WFP focal points to obtain necessary authorization/ approvals on designs before implementation.

Managing Facilities  

• Fulfil the role of Project Manager – Facilities within the Engineering Unit including providing leadership, direction in the implementation of related works.
• Coordinate with stakeholders including ICT, Admin and Sub-Office focal points to enhance quality of delivery of maintenance/repair/rehabilitation and related construction
• Monitor information and documentation maintained by the Civil technicians and implement improvements where necessary.
• Develop operation and maintenance manuals for the premises to provide them with direction for their maintenance of their premises.
• Organize and programme works for the Civil Technicians team in the management of their activities, including but limited to; on site quality, programme, scope and Health and safety.

• Certify and keep track of financial expenditure against budget including managing purchasing, use of operational advances and payments made to directly employed workers.
• Provide monthly reports of activities and in respect of any additional reporting requirements in line with stakeholder requirements.
• Monitor and asses staff performance, mentor and assist in recruitment process as necessary.
• Assist with the development of a standard specification for the WFP for their performance requirements for new build construction of offices, sleeping accommodation and ancillary buildings.
• Contribute to business continuity, contingency planning and make the necessary recommendations.

• Prioritize and rank work items, for the offices based on recommendations of line management and SHEQ (Safety Healthy Environmental Quality) working group.
• Assistance to the Head of Engineering in contractual matters and on any other works as required.

Other

• Other duties as required by the Head of Engineering and DCD and CD ETCO.

STANDARD MINIMUM QUALIFICATIONS

Education: Bachelor’s degree in in Civil Engineering or another relevant field. A Master’s degree or higher in Structural Engineering is an added advantage.

Experience: A Minimum of 7 years of experience in Civil Engineering projects focused on building design and maintaining facilities. Out of which 2 years or more working experience in the UN is desirable.

• Experience in health and safety and working in difficult security environments
• Knowledge of National and International design standards and building codes
• Knowledge of UN Physical Security requirement for UN premises is beneficial
• Knowledge of UN Procurement procedures
• Experience of working in the Humanitarian Context
• Willing to travel to insecure locations extensively

 Desirable Software Skills:

• Computer literate, Microsoft office including (MS Word and Excel)
• Microsoft Project
• ETABS structural software, AutoCAD, ArchiCAD

Language: Fluency in both oral and written communication in English and Amharic. Knowledge of other local languages is an added advantage.

FUNCTIONAL CAPABILITIES

Female applicants and qualified applicants from developing countries are especially encouraged to apply.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.