Manager, Procurement and Facilities

Job Purpose

The position is responsible for leading the University’s procurement and facilities management functions to ensure efficient, compliant, and value-driven operations that support academic, research, and administrative activities. The role oversees end-to-end procurement processes, supplier management, and campus facilities operations while ensuring adherence to institutional policies, regulatory requirements, and audit standards. Through close coordination with internal stakeholders and service providers, the position ensures that campus infrastructure, learning environments, and support services are fully operational, safe, and aligned with the University’s strategic objectives.

Key Responsibilities

1. Procurement Management
2. Develop and implement procurement strategies that support academic, administrative, and research requirements while ensuring value for money.
3. Manage all procurement activities, including RFQs, RFPs, tenders, evaluations, negotiations, and contract awards.
4. Establish and maintain approved supplier and contractor lists in line with university policies.
5. Ensure procurement processes comply with internal policies, delegation of authority, audit requirements, and applicable laws and regulations.
6. Coordinate closely with academic departments, research centers, and administrative units to understand procurement needs and timelines.
7. Oversee purchase requisitions, purchase orders, contracts, variations, and payment schedules.
8. Monitor supplier performance and service delivery, addressing non-compliance or performance gaps.
9. Identify cost-saving opportunities without compromising academic quality or operational continuity.
10. Prepare procurement plans, spend analysis, tender reports, and management summaries for senior leadership.
11. Support internal and external audits related to procurement activities.
12. Facilities & Campus Infrastructure Management
13. Manage day-to-day operation, maintenance, and upkeep of university buildings, classrooms, laboratories, offices, residences, and common areas.
14. Oversee preventive and corrective maintenance programs for civil, architectural, mechanical, electrical, plumbing (MEP), and HVAC systems.
15. Ensure facilities meet health, safety, environmental, and statutory requirements applicable to educational institutions.
16. Manage service contracts for cleaning, security, landscaping, waste management, pest control, transportation, and specialist services.
17. Ensure learning spaces, labs, and facilities are fully operational and aligned with academic schedules.
18. Coordinate space planning, classroom utilization, office allocations, relocations, and refurbishments.
19. Plan and manage minor capital works and campus improvement projects.
20. Conduct regular campus inspections and facilities condition assessments.
21. Manage emergency preparedness, incident response, and business continuity support for the University.
22. Maintain accurate asset registers, maintenance logs, compliance records, and statutory documentation.
23. Governance, Compliance & Stakeholder Coordination
24. Act as the main point of contact for suppliers, contractors, service providers, and relevant authorities.
25. Coordinate with Finance, HR, IT, Academic Affairs, and Student Services to support University operations.
26. Ensure procurement and facilities practices support accreditation, quality assurance, and audit requirements.
27. Prepare regular operational, financial, and compliance reports for senior management and committees.
28. Support internal audits, external audits, inspections, and accreditation visits.
29. Ensure ethical conduct, transparency, and accountability in all procurement and facilities activities.

Authority & Decision-Making

1. Manage procurement and facilities budgets within approved University limits.
2. Recommend contract awards and service agreements for approval in line with delegation of authority.
3. Approve routine operational expenditures within delegated authority levels.
4. Enforce safety, compliance, and performance standards across campus and service providers.

Performance Criteria

1. Procurement compliance and audit outcomes
2. Cost savings and budget adherence
3. Supplier and contractor performance
4. Facilities uptime and classroom readiness
5. Maintenance response and resolution times
6. Health, safety, and regulatory compliance
7. Campus service quality and stakeholder satisfaction

Preferred Qualifications

Education

1. Bachelor’s degree in Business Administration, Supply Chain Management, Engineering, Facilities Management, or related field.
2. Professional certification (CIPS, IFMA, PMP, or equivalent) is an advantage.

Preferred Qualifications

Experience

1. Minimum 8–12 years of relevant experience, including procurement and facilities management.
2. Experience in a university, educational institution, or large regulated organization is strongly preferred.
3. Strong understanding of campus facilities, academic operations, and HSE requirements.

Preferred Qualifications

Competencies

1. Strategic procurement and contract negotiation
2. Strong operational and facilities management capability
3. Budgeting, forecasting, and cost control
4. Regulatory compliance and risk management
5. Stakeholder coordination and communication
6. High integrity, attention to detail, and accountability