Facilities Coordinator

Job Title:

Facilities Coordinator

Department/Group:

Operations

Reporting To:

Operations Manager

Years of Experience

5+ Years

Location:

Kampala

Travel Required:

70%

Job description

About Raising The Village

At Raising The Village (RTV), we are dedicated to eradicating ultra-poverty in Sub-Saharan Africa. As a dynamic, rapidly growing international development organization, we’ve assembled a team of over 350+ passionate individuals in Uganda, Rwanda, DRC and Tanzania, alongside an additional 15+ professionals in North America. Together, we are committed to elevating communities out of ultra-poverty by implementing innovative solutions and leveraging advanced data analytics to drive impact.

To date, our holistic approach has positively impacted over 1,000,000 lives since 2012, and we’re poised to achieve even greater milestones, aiming to assist 1 million individuals annually by 2027. Our growth and success are fueled by the invaluable support of global partners who share our vision of sustainable change. Learn more about our impactful programs at www.raisingthevillage.org

Overall Responsibilities

The Facilities Coordinator plays a critical role in ensuring that Raising The Village (RTV) maintains safe, functional, efficient, cost-effective, and well-managed facilities across its countries of operation.

The position is responsible for the planning, establishment, management, maintenance, and continuous improvement of RTV offices, field offices, staff facilities, warehouses, accommodation facilities, program sites, and other organizational premises across Uganda, Tanzania, Rwanda, the Democratic Republic of the Congo (DRC), and should be able to step in to provide procurement support in new countries as RTV expands. Procurement process knowledge is a must.

The Coordinator provides regional oversight and technical coordination for facilities-related activities, ensuring that all RTV facilities meet established organizational standards, applicable legal and regulatory requirements, health and safety standards, security requirements, and operational needs.

The role works closely with Country Representation, Operations, Finance, Procurement, HR, Program Teams, landlords, contractors, service providers, and other stakeholders to ensure that RTV's facilities effectively support staff wellbeing, program delivery, and organizational growth.

Specific Roles/Responsibilities

Facilities Management

• Provide overall coordination and oversight of RTV facilities across Uganda, Tanzania, Rwanda, DRC, and future expansion countries.
• Develop and maintain standardized facilities management systems, procedures, and guidelines across all RTV locations.
• Ensure that all offices and facilities are safe, secure, functional, clean, professional, and fit for purpose.
• Conduct regular assessments of RTV facilities to identify maintenance, safety, security, space, and infrastructure requirements.
• Develop and maintain a regional facilities management plan aligned with RTV's operational and strategic priorities.
• Coordinate the establishment, maintenance, relocation, expansion, and closure of RTV offices and facilities.
• Ensure facilities are appropriately equipped with furniture, utilities, communication infrastructure, sanitation facilities, and other essential services.
• Establish minimum facilities standards for all RTV offices and operational locations.
• Monitor compliance with established facilities standards across all countries.
• Provide technical guidance and support to country teams on facilities-related matters.

New Country Expansion and Facility Set-Up

A key responsibility of this role will be supporting RTV's continued growth into new geographic areas.

The Coordinator will:

• Lead or coordinate facilities-related requirements for new country and program expansion.
• Conduct facility needs assessments for new offices, field locations, warehouses, and other operational premises.
• Support the identification and assessment of suitable office and facility locations.
• Coordinate office/site set-up, including furniture, utilities, connectivity, security, sanitation, signage, equipment, and other requirements.
• Develop facility establishment budgets and implementation plans for new locations.
• Coordinate with Procurement to source contractors, suppliers, landlords, and service providers.
• Conduct due diligence and assessments of proposed facilities before occupancy.
• Coordinate lease negotiations and documentation in collaboration with management, legal, finance, and procurement teams.
• Ensure new facilities meet RTV's minimum operational, safety, security, and accessibility standards before occupation.
• Develop facility handover and opening checklists for new offices and operational sites.
• Coordinate office relocation, expansion, consolidation, or closure activities when required.
• Document lessons learned from new facility establishment and continuously improve the expansion process.

Facilities Maintenance and Repairs

• Develop and implement preventive maintenance schedules for RTV facilities.
• Coordinate routine, corrective, and emergency maintenance of buildings, offices, warehouses, accommodation facilities, and other premises.
• Maintain a centralized regional maintenance schedule and tracker.
• Ensure maintenance requests are logged, prioritized, assigned, and completed within agreed timelines.
• Coordinate repairs relating to electrical systems, plumbing, roofing, HVAC, generators, water systems, sanitation, doors, windows, furniture, and other infrastructure.
• Monitor the quality and timeliness of maintenance work undertaken by contractors and service providers.
• Ensure that emergency maintenance issues are escalated and addressed promptly.
• Maintain records of maintenance activities, costs, contractors, warranties, and service history.
• Identify recurring maintenance issues and recommend long-term solutions.
• Develop lifecycle plans for major facility infrastructure and equipment.

Utilities and Essential Services Management

• Coordinate the provision and management of essential facility services across RTV locations.
• Monitor electricity, water, internet, telecommunications, waste management, security, cleaning, and other facility-related services.
• Ensure timely payment and continuity of essential services in coordination with Finance.
• Monitor utility consumption and identify opportunities for efficiency and cost reduction.
• Promote energy, water, and resource conservation across RTV facilities.
• Coordinate alternative power and water solutions where required, particularly in field locations.
• Monitor generator and backup power systems where applicable.
• Ensure adequate sanitation, hygiene, and waste disposal arrangements at all facilities.

Contractor and Service Provider Management

• Coordinate the identification and management of facilities-related contractors and service providers.
• Work closely with Procurement to ensure appropriate sourcing and selection of facilities vendors.
• Maintain a database of approved and reliable facilities service providers.
• Coordinate contracts and service-level agreements for cleaning, security, maintenance, waste management, utilities, internet, pest control, landscaping, and other services.
• Monitor contractor performance against agreed standards and service levels.
• Conduct regular performance reviews of facilities service providers.
• Address poor service delivery and escalate persistent performance issues.
• Ensure contractors comply with RTV's health, safety, safeguarding, ethical, and operational requirements.
• Verify completion and quality of contracted works before recommending payment.

Office and Workspace Management

• Ensure effective utilization of office space across RTV locations.
• Coordinate office layout, seating arrangements, meeting spaces, storage, and common areas.
• Assess office capacity and identify additional space requirements as RTV grows.
• Support workspace planning for new staff, teams, and projects.
• Ensure offices provide a professional, productive, and conducive working environment.
• Coordinate office moves, relocations, renovations, and reconfigurations.
• Maintain office furniture and equipment inventories in coordination with Asset Management.
• Ensure appropriate signage and branding at RTV facilities.
• Coordinate office opening and closing procedures.

Facilities Security Coordination

• Coordinate with the relevant security teams to ensure RTV facilities have appropriate physical security measures.
• Assess facility security requirements when establishing new offices and field locations.
• Ensure appropriate access control, locks, lighting, perimeter protection, visitor management, and other security measures are in place.
• Coordinate with landlords, security companies, and relevant authorities on facility security matters.
• Ensure security-related facility recommendations are implemented.
• Support emergency preparedness and business continuity planning relating to facilities.
• Report and escalate security risks affecting RTV facilities.

Property, Lease and Landlord Management

• Maintain an up-to-date register of RTV properties, offices, warehouses, accommodation facilities, and other premises.
• Maintain records of lease agreements, tenancy agreements, occupancy arrangements, renewals, and related documentation.
• Monitor lease expiry dates and initiate renewal processes sufficiently in advance.
• Coordinate with management, Finance, Procurement, and Legal teams on lease negotiations and renewals.
• Maintain professional relationships with landlords and property managers.
• Ensure RTV complies with lease terms and facility-related contractual obligations.
• Monitor rental and facility-related costs against approved budgets.
• Identify opportunities to optimize office and facility costs.
• Ensure appropriate documentation is completed when facilities are handed over, occupied, relocated, or vacated.

Facilities Budget and Cost Management

• Support the development of annual regional facilities budgets.
• Prepare facility-related cost estimates for new offices, expansions, renovations, and other projects.
• Monitor facilities expenditure against approved budgets.
• Identify opportunities for cost efficiency and value for money.
• Review facilities-related invoices and supporting documentation in coordination with Finance and Procurement.
• Monitor expenditure on rent, utilities, maintenance, repairs, cleaning, security, waste management, and other facilities services.
• Provide regular facilities expenditure reports to management.
• Ensure facilities commitments are made within approved budgets and delegated authorities.

Facilities Asset and Equipment Coordination

• Coordinate with the Asset Management function to ensure facility-related assets are properly recorded and maintained.
• Ensure furniture, fixtures, generators, air-conditioning units, water systems, office equipment, and other facility assets are properly maintained.
• Support periodic physical verification of facility assets.
• Ensure asset movements and disposals are properly documented.
• Monitor the condition and useful life of major facility equipment.
• Recommend replacement or refurbishment of assets where appropriate.
• Maintain records of warranties and service agreements for major equipment.

Documentation and Record Management

• Maintain a centralized and up-to-date regional facilities database and dash board.
• Maintain records of:
• Lease and tenancy agreements.
• Facility inspections.
• Maintenance schedules.
• Repair requests.
• Service contracts.
• Utility accounts.
• Facility-related permits and licenses.
• Contractor information.
• Facility projects.
• Safety inspections.
• Emergency preparedness measures.
• Facility costs and budgets.
• Ensure facilities documentation is securely stored and easily accessible to authorized staff.
• Develop standardized facilities checklists, templates, and reporting tools across all RTV countries.

Compliance and Risk Management

• Ensure RTV facilities comply with applicable national and local laws and regulations in each country of operation.
• Monitor requirements relating to building safety, occupational health and safety, fire safety, environmental management, sanitation, accessibility, and other relevant standards.
• Identify facility-related operational risks and recommend mitigation measures.
• Maintain a regional facilities risk register.
• Ensure corrective actions from facility inspections and audits are followed up.
• Support internal and external audits relating to facilities.
• Ensure appropriate records are maintained to demonstrate compliance.
• Immediately escalate serious safety, security, structural, environmental, or compliance risks to management.

Regional Standardization and Continuous Improvement

• Develop consistent facilities management standards across Uganda, Tanzania, Rwanda, DRC, and future countries.
• Identify opportunities to improve facilities efficiency, sustainability, safety, and cost effectiveness.
• Benchmark RTV facilities practices against relevant industry and NGO standards.
• Develop standard operating procedures for facilities management.
• Train and support country-based staff responsible for facilities activities.
• Share best practices and lessons learned across RTV country offices.
• Use data and performance indicators to improve facilities management.
• Promote sustainable and environmentally responsible facilities practices.

Reporting

The Regional Facilities Coordinator will prepare and submit regular reports covering:

• Status of RTV facilities across countries.
• Maintenance and repair activities.
• Facility-related incidents and risks.
• Lease and occupancy status.
• Utilities and facility costs.
• Facility projects and renovations.
• Compliance and safety inspections.
• Contractor and service provider performance.
• New office and expansion requirements.
• Facilities budget performance.
• Key challenges, risks, and recommended actions.

Key Working Relationships

Internal

The position will work closely with:

• Executive Leadership Team
• Country Directors/Managers
• Operations and Administration Teams
• Finance Team
• Procurement Team
• Human Resources
• Security Team
• Program and Field Teams
• IT Team
• Asset Management and Logistics Teams

External

The position will maintain professional relationships with:

• Landlords and property managers
• Contractors and construction companies
• Maintenance service providers
• Cleaning and waste management companies
• Security service providers
• Utility providers
• Internet and telecommunications providers
• Government authorities and regulatory agencies
• Engineers, architects, and other technical consultants
• Local community and other relevant stakeholders

Qualifications and Experience

Minimum Qualifications

• Bachelor's degree in Business Administration, Operations Management, Procurement and Logistics Management, or a related field.
• At least 5 years of relevant professional experience in facilities, property, operations, administration, or related management roles.
• Demonstrated experience managing multiple facilities or locations.
• Experience working across multiple countries or in a regional role is highly desirable.
• Experience within an NGO, international development organization, humanitarian organization, or similarly complex organization is an advantage.

Desired Experience

The successful candidate should have demonstrated experience in:

• Multi-site facilities management.
• Office establishment and relocation.
• Property and lease management.
• Building maintenance and repairs.
• Contractor and vendor management.
• Facilities budgeting and cost control.
• Health and safety compliance.
• Office space planning.
• Facilities project management.
• Utilities management.
• Emergency and business continuity planning.
• Managing facilities during organizational expansion.

Knowledge and technical skills

• Strong knowledge of facilities and property management principles.
• Good understanding of building systems and maintenance requirements.
• Knowledge of occupational health and safety standards.
• Understanding of fire safety and emergency preparedness.
• Good knowledge of contractor and service-provider management.
• Strong budgeting and cost-control skills.
• Good project management skills.
• Strong knowledge of Microsoft Office, particularly Excel, Word, and PowerPoint.
• Experience with facilities management, property, asset, or maintenance management systems is an advantage.
• Ability to interpret basic technical drawings, maintenance reports, contracts, and facility specifications is desirable.
• Strong analytical, reporting, and documentation skills.

Core competencies

The successful candidate should demonstrate:

• Strong organizational and planning skills.
• Excellent coordination and multitasking abilities.
• Strong problem-solving and decision-making skills.
• Excellent communication and interpersonal skills.
• Strong negotiation and vendor-management skills.
• Attention to detail.
• Financial awareness and cost-consciousness.
• Ability to work independently and take initiative.
• Ability to manage multiple priorities across different countries.
• Ability to work effectively in multicultural environments.
• Strong teamwork and collaboration.
• High levels of integrity, accountability, and professionalism.
• Flexibility and willingness to travel.
• Ability to work under pressure and respond effectively to urgent facility issues

We encourage women, people with disabilities and minority groups to apply for this position. RTV is committed to equal opportunities and diversity of perspective at the workplace. 

Disclaimer: Raising the Village DOES NOT charge any kind of FEE(s) at whichever stage of the recruitment process.