Projects Manager Wanted at US Embassy Malawi


An opportunity is available for a suitably qualified and experienced Projects Manager in Malawi. 
The Projects Manager reports to the Management Officer and oversees, manages and directs specialized programs aspects of facilities maintenance for the Embassy compound, Centers for Disease Control & Prevention (CDC) / United States Agency for International Development (USAID) compound, Public Affairs Section (PAS) office at the Old Mutual Building, Millennium Challenge Corporation (MCC) offices at Pamodzi Building, Peace Corps offices and residential properties, the warehouse compound, and over sixty Government Owned (GO) and Short-term leased (STL) residential properties. The incumbent is responsible for identifying, developing, coordinating and implementing environmental initiatives that are geared toward increasing energy efficiency, and reducing energy costs and the negative environmental impact of the Mission. The incumbent also serves as the Facilities Office Architect, responsible for providing Architectural services in the planning, designing and the implementation of maintenance projects for Lilongwe mission. The incumbent is responsible for New Embassy Compound (NEC) coordination and planning. The Projects Manager provides expertise in analyzing problems and determining solutions.  The Projects Manager also monitors and advises the work of technical contractors, either acting as the Contracting Officer’s Representative (COR) or serving as the COR’s assistant.  
MAJOR DUTIES AND RESPONSIBILITIES:
  • NEC coordination (10%)
    • The incumbent is responsible for New Embassy Compound (NEC) coordination and planning including liaising with all appropriate agencies and offices on issues related to property acquisition, development and eventual operational oversight of the move itself.
    • After the move, the incumbent is responsible for operational oversight of any outstanding issues necessary to successfully complete the move and get settled, including any decommissioning of buildings.
    • Serve as primary Point of Contact (POC) for the Mission community, OBO, and local agencies on NEC related matters.
    • Set up and maintain a filing system for NEC and transition related documents.
    • Maintain a complete and up-to-date record of tasks.
    • This will include scheduling, describing, and updating the status of tasks assigned to various Embassy offices, staff members and Transition Working Groups.
    • Update the Management Officer regularly on all significant NEC activities.
  • Green Initiatives (20%)
    • The incumbent works on administrative as well as technical issues concerning the Mission greening and environmental cost savings initiatives.
    • Develops, modifies and works on the implementation of approved green projects.
    • Drafts Mission’s greening policies and is accountable for their implementation.
    • Works closely with the Mission’s Green Team and the Facilities Manager, the incumbent leads the Mission in establishing and implementing greening practices.
    • Incumbent communicates environmental initiatives to Mission personnel in the form of a periodic newsletter to motivate participation in greening efforts.
    • Generates and promotes green ideas through solicitation of bright ideas from employees or by researching various environmental websites and other resources, and disseminates information to all Mission staff on environmentally friendly practices and initiatives. 
    • Incumbent identifies and establishes contacts within the Department of State and other USG entities, along with host government offices and local entities which support greening initiatives.
    • Incumbent prepares project proposals and justifications and seeks funding when necessary from the Department, ICASS and other viable sources.
    • Incumbent prepares and presents briefings on initiatives underway and build support for upcoming short and long term initiatives.
    • Coordinates from concept to reality (including implementation), green projects relating to energy efficiency, waste reduction and recycling.
    • Incumbent initiates, develops and oversees implementation of existing and proposed green initiatives, including energy conservation, paper recycling, waste management and reduction, use of solar energy as alternate power source to reduce reliance on city power, and similar initiatives. 
    • Provides training to Americans and their domestic staff on how to use available conservation tools such as timers and inverters at Mission residences.
    • Documents and reports wasteful energy, and promotes energy efficiency within the Mission.
    • Develops programs to encourage and educate employees to become energy conservation champions for their work area.
    • Encourages employees to report wasteful energy use and suggest opportunities for energy savings by developing ‘Spot-it’ and ‘Stop-it’ campaigns, and the promotion of the Mission’s Greening Campaign.
    • Promotes the purchase of environmentally preferred office products and cleaning supplies.
    • Documents and keeps records related to execution of green projects and initiatives, including payback analyses.
    • Prepares and maintains comparative analyses and benchmarking reports related to green initiatives.
  • Architectural/Maintenance and Project Services (50%)
    • Prepares SOW plans, designs, drawings specifications, bills of material and cost estimates for repairs and alterations of the mission facilities including but not limited to the Embassy compound, CDC/USAID compound, PAS office at the Old Mutual Building, MCC offices at Pamodzi Building, Peace Corps offices and residential properties, the warehouse compound, and recreational and cultural buildings.
    • Conducts on –site inspections of projects to ensure that work is conducted according to sound professional construction principles and practices and meets applicable engineering design and construction standards.
    • Makes recommendations to maintenance staff and contractors and provides guidance to occupants to correct deficiencies and resolves problems encountered during the project’s implementation.
    • Follows up and reviews architectural work and submittals from A/E firms.
    • Analyzes contractors’ bids, and makes comments and recommendations as to contractors’ reliability and capabilities.
    • Generally, inspect and monitor work in progress, investigate problems, obtain outside expert advice when necessary, and provide expert direction to the workforce. 
    • Manage a program of on-the-job training for the trade workers, particularly in the proper use of the new highly specialized tools and materials. 
    • Maintain good contacts with utility providers, local building code authorities, and relevant local businesses. 
    • Insure that contractual provisions are met and U.S. and Malawian government regulations and codes are satisfied.
    • Perform Annual Inspection Survey (AIS) of all US Government-owned facilities and equipment as required by U.S. law.
    • Continuously perform and update the AIS inspections throughout the year so that every property, building, and piece of equipment is inspected and documented yearly.
    • Prepare documentation -reports, computerized databases, and documentary files as needed for the Annual Inspection Survey Report, annual Master Plan for the effective use of the 7901 budget allotments documenting and prioritizing structure repairs, the economic life cycle replacement of equipment and machinery, and the upgrading of building systems including specifications, cost estimates, and acquisition recommendations. 
    • Gather information for the annual budgetary process including work backlog, unfulfilled requirements, replacement equipment, material requirements, and outside contractors.
    • Incumbent is responsible for maintaining of application computer databases including, but not limited to, work-order database, and CAD drawings; listing of contacts for manufactures suppliers, consultants, and local authorities necessary to maintain an effective program.
    • Ensure that the workshop areas have the appropriate tools and equipment, are maintained and operated in a clean and safe environment, and materials are inventoried and stored properly.
    • Establish a management plan for tools and materials that includes the following elements.
  • Supervision (10%)
    • Supervise the Delivery of Facility Maintenance Services and special projects, initiatives and programs as assigned.
    • Incumbent also supervises contractors on various projects, either acting as the COR or assistant COR.
    • Develop inspection, maintenance, operational, and repair schedules and checklists bases upon manufacturer’s recommendations and OBO’s facilities Maintenance Guide. 
    • Incorporate this schedule into the work-order database and train tradesmen in the proper use of checklists.
  • Other duties (10%)
    • Perform other duties as assigned by the Management Officer.
POSITION ELEMENTS:
  • Supervision Received:
    • Incumbent is directly supervised by the Management Officer.
  • Supervision Exercised:
    • Incumbent also supervises contractors on various projects, as the COR
  • Available Guidelines:
    • Manufacturer’s equipment operating manuals are provided along with administrative instructions, staff notices, standard operating procedures, LES handbook, the OBO Facility Managers Handbook, manufacturer specifications, US safety code (e.g. the national building code).
  • Exercise of Judgment:
    • Considerable judgment is exercised in performing the duties described above.
    • Judgment is exercised when referring especially difficult or unusual problems to the tradesmen. 
    • Considerable technical judgment is employed in inspecting and reporting discrepancies and finding facts.
  • Authority to Make Commitments:
    • None
  • Nature, Level and Purpose of Contacts:
    • The jobholder interacts with almost all employees of the mission and with local businesses, consultants, vendors, government authorities, the Facility Manager, the Management Officer and OBO engineers and other outside organizations in order to fulfill the duties described above.
  • Time Expected to Reach Full Performance Level:
    • 12 months
MINIMUM REQUIREMENTS:
  • Education:
    • A Bachelor’s degree in either Architecture, engineering, Project Management, Facility Management, survey, or construction related degree and a license in a trade are required.
  • Prior Work Experience:
    • A total of five years of combined specialized and general experience is required. 
    • Specialized experience (5 years) involving construction, engineering and/or design.  
    • General experience (5 years) in two or more trades crafts. 
    • Two of these eight years must have been in a supervisory position and two years must have been in a similar working environment.
  • Post Entry Training:
    • Additional training will be provided to ensure that the incumbent has all of the necessary USG certifications to fully perform this position.
  • Language Proficiency: 
    • Level III English speaking/reading/writing ability is required.
  • Job Knowledge:
    • Incumbent must be able to read and prepare building and construction plans and scopes of work, perform quantity assessments, perform quality inspections, plan and supervise multiple simultaneous projects on multiple sites and maintain accurate records. 
    • Incumbent must be knowledgeable of the tools, equipment, materials and processes needed to perform various construction and maintenance operations. 
    • A working knowledge of internationally recognized building codes and USG standards is required.
  • Skills and Abilities:
    • Incumbent must have grade I level skills in at least one of the building trade crafts
    • Must have strong, proven supervisory skills in the construction/maintenance field
    • Must be customer service oriented
    • Must have a working knowledge of MS Word, Excel and CAD.
    • Must possess a valid driver’s license.
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