FACILITIES MANAGEMENT

PRESENTATION

OPERATIONS & IT DEPARTMENT

LOGISTICS DIVISION – FACILITIES DEPARTMENT
ORGANOGRAM

Rojas Mdoe
Head of Operation & IT

LOGISTIC
MANAGER
SAID DOBELI

ELIAS NYAMWIHURA
FACILITES & ADMN PROCUREMENT
MANAGER UNIT

STORE OFFICE &

DRIVERS
LOGISTIC OFFICER
 DEFINITION OF THE TERM

Facility management is a profession that encompasses

multiple disciplines to ensure functionality of the built
environment by integrating people, place, process and
technology.
 ROLE OF FACILITIES MANAGEMENT

Planning, identification, acquisition, construction and

maintenance of physical facilities and premises to serve the
Bank’s business needs, as well as co-ordinate in-house and out-
sourced support services to meet business requirements in an
efficient manner
FACILITIES MANAGEMENT TASKS:

Making sure that the building is ready for the daily activities:
• inspection of premises to check whether they have a plenty of supplies;
• inspection of office rooms, store rooms, wash room, etc to check their
workability;
• inspection of daily procedures to ensure operating capability of work
equipment;
Regular activities to make sure the building and equipment
stay in working order:
- Maintenance of a regular schedule to inspect the building
interior & exterior;
- Maintenance of regular technical, cleaning and repair services;
- Maintenance of pest control routine and disinfestations;
Lighting and electricity:
- Supervision of minor fixes (making sure that burned-out light bulbs
are replaced, etc);
- Inspection of electric cables, outlets, appliances and fixtures;
- Making sure that emergency lighting fixtures are functional;
- Making sure that emergency power generator is charged and
functional;
- Control energy consumption, checking power bills and
implementing saving options;
Cleaning, planting and welfare services (including HVAC):
- Maintaining a schedule of regular cleaning services and staff coordination;
- Inspecting toilets and sanitation equipment (maintaining industrial
hygiene);
- Ensuring that the air conditioners and ventilation function appropriately;
Checking the heating system and maintaining proper indoor temperature;
Office space management, layout, and furniture placement:
- Setting up necessary business furniture: desks, chairs, cabinets, etc;
- Providing additional equipment and supply to facility users as
necessary;
- Conference room management, including configuration of tables and
chairs;
- Office equipment management and coordination: installations,
replacements, etc;
- Controlling renovations of office and other premises: service, restyling
and refit activities;
Contracting out maintenance, repair, refit and improvement services:
- Maintaining relationships with potential contractors that may provide
the required services;
- Identify, formulate, estimate and list the needs for repairs and other
services;
- Contact contractors with specific needs, take bids and select who will
supply the services;
- Managing expenditures, supervising the work, verifying the result and
final bill;
Safety and hazards control:
- Ensuring security of facilities;

- Executing fire protection and safety procedures;

- Daily inspection of escape routes and fire exits;

- Servicing smoke and heat.......

 PROPERTY MANAGEMENT

To plan, manage and organize property management activities

(property/space acquisition, facilities capital projects, lease
management, space planning, and retail support) within KCB
Bank Tanzania facilities in accordance with company’s goals
and objectives.
PROPERTY MANAGEMENT – KEY DELIVERABLES
Deliverables Review
Frequency
Lease Agreements Monthly
With holding Tax and Stamp duty Annual
Lease rental Schedule Status reports Monthly
Statutory Licenses (Fire Audits, OSHA, ) Annual
Security Management Annual
Refurbishment/New projects Continuous
 FACILITIES MAINTENANCE

To manage the functionality & safe operations of the facilities .

To supervise and facilitate the maintenance of the all KCB Bank
Tanzania facilities.
• Preventive & Breakdown Maintenance

• Important to have a maintenance framework in place for bank

premises.
 FACILITIES MAINTENANCE

• Preventive Maintenance (PM)– schedule of planned

maintenance actions aimed at preventing breakdowns and
failures
-Prevents failure before occurrence.
-Preserves and enhances equipment reliability.

• Advantages of having an effective PM System

-Reduced down time
-Conservation of assets and long lifetime
-Reduced repair costs
-Ensures proper functioning of equipment safety features
 FACILITIES MAINTENANCE – PM FREQUENCY
System Contract Frequency
Generator Yes Quarterly
UPS Yes Quarterly
Fire Extinguishers Yes Bi- Annual
Bookroom/ Strong room Yes Annually
Fire Alarm panel Yes Bi- Annual
Water/Tea Item Yes Whenever needed
Air Conditioning Yes Quarterly
Electrical System Yes Bi- Annual
Signage Yes Bi-Annual
Printer Yes Quarterly
Vehicle Yes Depend on Mileage limit
Parking Slot Yes Quarterly
 INTERNAL SERVICES

To plan, organize and manage, internal corporate services in

order to promote staff health, safety, wellbeing and productivity
as well as external partners and customers quality interaction
and high levels of delight

Corporate Internal services include:

Hospitality, bottled water, mailing and courier, transport services,
parking, pest control and cleaning services
 INTERNAL SERVICES
Service Category Contract Details
Bottled Water Contract
Transport Contract
Cleaning Contract
Fumigation & Sanitary Services Contract
Mailbag & Courier Contract
Air Travel Contract
Parking Contract
 FACILITIES UNIT
CHALLENGES
• Delay to report problem/issue from user, eg failure of machine
• User to be reluctant to put request on official manner e.g e-mail
• Delay regarding approval or payment
• Prolonged procurement process
• Lack of support on emergence issue .i.e understanding from user
• Ageing equipment/premises management –cost on repair and
maintenance
• Absence of signed contact
 FACILITIES UNIT

Proposed Solutions
• User department should have a clear understanding
of what they want and when they what it.
• Communication regarding facilities should be formal
through emails, IPR etc.
• Ageing Equipment to be replaced with new one.
• Facilities unit to be provided with petty cash on
emergency issue.
• Having a contract management system
KCB FACILITES FUNCTION PRESENTATION

THANK YOU