Malawi has made significant progress in maternal health, infectious diseases and nutrition. However, serious challenges remain.
BASIC FUNCTION OF POSITION
Incumbent serves as the Safety Program Coordinator with responsibility for assisting the Post Occupational Safety and Health Officer (POSHO) in carrying out the day to day functions of the Safety Health and Environmental Management (SHEM) programs at post as required by 15 FAM assuring that all government owned and leased property meet the requirements of 15 FAM. Conducts regular safety surveys, prepares reports and conducts follow up inspections to ensure compliance.
MAJOR DUTIES AND RESPONSIBILITIES
Safety Inspections
Schedules and performs annual safety and health inspections of all USG facilities, including offices, residences, annexes and warehouses for conditions that pose an imminent threat to occupants and structure. Identifies and evaluates safety and health risks using SHEM and FIR standards and references, and Occupational Safety and Health Administration guidelines. Performs bi-annual visual inspections of fire detection, alarm and suppression systems installed in buildings. (High hazards areas as delineated in 15 FAM shall be inspected at least twice per year.) Determines methods for correcting identified fire hazards, and coordinates to implement solution.
Housing Inspections
Incumbent should – in co-ordination with the preventive maintenance teams – make biannual inspections of the roof, water heaters/geysers, air-conditioning units, structure, plumbing, electrical, and all other aspects of residential buildings in search of improper building practices, needed extensive or minor repairs, general maintenance issues, and fire and life safety issues. The incumbent shall share maintain/share electronic reports of all inspections.
Pre-lease or pre-renewal lease inspections (PLI) – Applies to inspections required for new or renewal leased residences. These inspections generally takes place up to 6 months prior to closing negotiations and generally allows GSO/Housing information to adapt terms for negotiations/lease contracts and/ provisions. Additionally, the inspection is to ensure that all terms of the leased contract have been/will be met, used as a means to monitor substantial completion or on-going works, validate major items are in working order, and as proof of previous conditions. The incumbent will perform this inspection prior to the negotiations or settlements between GSO/Housing and the Landlord. Add any noted defects to a punch list in the report, listed items are to be completed by the LL, LL contractor or FM prior to occupancy.
Pre-departure Inspections (PDI) – Similar in nature to the PLI, but is only performed during change of occupancy; normally 45 days prior to occupant departure. Incumbent must perform using the same methods of inspection criteria in the PLI with the exception of adding damages or defects of the occupant and/or Government Agency. All defects should be afforded a punch list and have one or more of the following as designated recipients; Landlord (Major Defects), Occupant, Occupying Agency or Facilities Maintenance (GO).
Final Quality Assurance Inspections or Quality Assurance Inspections (QAI) – This inspection is performed prior to occupancy for PLI’s and/or normally 10 days prior to occupant departure for PDI’s. Incumbent performs this final inspection to ensure defects of the punch list have been corrected. Quality Assurance Inspections are inspections to confirm the status or updates of LL or occupants progress in mitigating known defects/damage, which are performed prior to the Final QAI but following the PDI or PLI.
Pre-Termination Inspection- This inspection is typically performed and documented 30 days prior to the termination of a lease. The residential building/home must be inspected by the Housing Inspector to determine if any damages exists that are beyond normal wear and tear. This inspection will also identify the need to return the home to the state or conditions in which it was newly accepted by the Embassy. Incumbent must utilize the pre-lease inspection record to perform this inspection. Emphasize the areas of concern with urgency to ensure timely re-construction takes place prior to release/turn-over of the home/unit back to the LL.
Structural inspections- The incumbent shall report on the foundation and supporting elements of a residential building/home. When performing a structure inspection, the home inspector will examine for a variety of signs that may include cracks in the concrete or brick and bowing and warping of support beams or joists of the foundation.
Plumbing Inspection- During this portion of the inspection, an examination of the plumbing shall be conducted by the Housing Inspector to carry out a thorough analysis of each part that may comprise the system. The incumbent will look at all pipes, fixtures and piping insulation, while searching for possible leaking or dampness. In addition, the inspector will review the types of plumbing connectors used and the type of waste removal sewage or septic system. The home inspector will also analyze water pressure by running water through the pipes and sewage systems concurrently. The hot water heater will also be inspected for heating capabilities. Inspect gas piping for potential leaks and proper installation.
Heating Ventilation and Air Conditioning (HVAC) inspection- The incumbent reviews the heating and cooling system of the residential building/home. Visual check thermostat calibration on all units located in the home, electrical connections and wiring, evaporator coils, the condenser’s, safety controls all functioning properly, refrigerant pressure is accurate and controlled as needed, vent clearances are unblocked, and gas pressure and piping. The home inspection report should include a diagnosis which describes the functionality and cleanliness of the system and recommend replacement.
Appliances Inspections- Test all GO or LL supplied appliances for functionality, such as the following: Test freezers, stoves, microwave ovens, range hoods, exhaust fans, washer, dryer, stove tops, and ovens for normal operation. Test refrigeration thermostats and defrost cycles for proper control. Recommend replacements.
Electrical Inspections- Outside the home the incumbent should first check the electrical service for frayed or damaged wires. Walk around the outside of the house and make sure there are no exposed open wires. Check the service meter for damage or operation. Ensure all outside receptacles are GFI protected. Inside the home the inspector should check for the following: 3 prong grounded receptacles, GFI receptacles in the kitchen and bathrooms, Burn marks on receptacle or switch plates, rust on the main service panel, condition of visible wires (also look in attic and basement), uncovered junction boxes, aluminum wiring by removing a few receptacle and switch plates (red flag; should not be used), service ground is in good condition, all switches and receptacles to confirm they work, and smoke detectors and check that they work. Turn on all lights and an air conditioner or large appliance like an electric stove and then check to see if the lights dim or brighten to determine if there’s a loose neutral or ground. Check for the size of the main breakers and ensure the electrical service is at least 100 Amps. Test all wall outlets using a plug-in type circuit tester for polarity, looseness of the plug and the functionality of the Ground Fault Circuit Interrupters (GFCI).
Repair Coordination
Coordinate – through the GSO Housing Section – with the landlord, property manager and/or designated representative to repair deficiencies found in inspections.
Training
Develops and provides safety training in conjunction with SHEM and FIR requirements for supervisors and employees in accordance with applicable requirements and ensures that employees are familiar with safety rules and procedures for performing their jobs in a safe manner. Also provides training to employees and family members on residential safety hazards such as carbon monoxide, pest control, pool safety and the proper use of safety equipment. Conducts fire and life safety training programs for office and residential building occupants.
Mishap Investigations
Assists in conducting investigations under the direction of the POSHO for all mishaps involving fires, injuries, illnesses, motor vehicle accidents, property loss and employee complaints/suggestions regarding hazardous conditions or equipment and institutes operational guidelines for Post personnel to prevent occurrence/reoccurrence. Perform basic fire investigations and analysis of cause. Reports as necessary to SHEM in accordance with 15 FAM and tracks accident trends for the POSHO and SHEM committee.
Documentation
Maintain and updates office files to include records of POSHO inspections, reports of investigations, complaints of unsafe working conditions, accidents and incident reports, trainings, surveys and minutes of SHEM meetings. Keeps the SHEM reference library current and maintains Safety Data Sheets for each product.
Also, the incumbent shall report the condition of the residential heating system; air conditioning system (temperature permitting); interior plumbing and electrical systems; the roof, attic and visible insulation; walls, ceilings, floors, windows and doors; the foundation, basement and structural components. Prepares a well written report (PLI, PDI, PTI, QAI, or FQAI), maintain an electronic copy and delivers a hard copy to the Facility Manager for signature and final issuance to GSO/Housing. In each report describe the condition of the residence at the time of inspection and provide as best foreseen potential future conditional concerns, efficiency, and life expectancy of systems or components. Submit work orders as needed to accomplish works required by Facilities Management or other sections during make-ready or as required.
Safety and Protective Equipment
Ensures that safety equipment is procured as needed and that all tools and equipment are, maintained in good condition. Reviews job tasks and selects appropriate proper personal protective equipment to include safety shoes, protective eyewear, and other items to protect employees.
Integrated Pest Management Program
The incumbent administers the Post’s Integrated Pest Management Program (IPM). The incumbent is responsible for procuring all IPM products and pesticides used in coordination with OBO/SHEM procedures and regulations. Evaluates and determines all treatment plans for all Mission pest infestation treatments.
Implementation
Under the authority of the POSHO, ensures that all management and administrative policies and operations at post conform, and are consistent with 15 FAM program responsibilities. The incumbent ensures that employees follow prescribed safety and health procedures, use appropriate safety equipment, and report hazardous conditions and mishaps. Assists the POSHO and other offices with the implementation of SHEM special emphasis programs to include Integrated Pest Management program; Motor Vehicle Safety Management program; and Swimming Pool Safety program. Serves as a member of Post’s SHEM committee and acts as a recorder for committee minutes. During construction and renovation projects ensures that contractors have and adhere to a safety plan that protects both embassy personnel and contractors. Develops plans, procedures and standards to implement fire protection and prevention programs.
Other Duties
In the absence of the Assistant Facility Manager assumes their duties and other tasks as assigned.
QUALIFICATIONS REQUIRED FOR EFFECTIVE PERFORMANCE
Education: Completion of secondary school plus Completion of NTT Grade 1 or C & G Grade 1 vocational training required.
Prior Work Experience: Minimum 7 years’ experience in a combination of any of the following: HVAC, plumbing, mechanical and electrical systems, carpentry and masonry
Post Entry Training: OBO/FIR, OBO/SHEM and OBO/IPM documents. Other training to be provided by Post and Washington based fire and safety personnel.
Language Proficiency: Level III English and IV Chichewa are required.
Job Knowledge: Position holder requires familiarity with local and national building codes, practices and procedures. Expertise in maintenance practices. Knowledge of management practices. Overall building and grounds maintenance operation experience and good working knowledge of maintenance and repair trades and procedures are essential.
Skills and Abilities: Must be able to organize daily time schedules and maintain timely inspection schedules. Required to actively plan at least three months ahead (quarterly) and take initiative to research problems and find innovative solutions where there is limited funding. Must be conversant with different computer office software programs like Word, Excel and Power point.
Closing Date : 14 June 2017
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