About ACE Group

ACE Group is a mission-driven consulting and non-profit organization committed to eliminating health and social inequities across Africa. We combine systems thinking, research implementation, and impact measurement to design contextually relevant solutions that scale and endure.

Our core capabilities include strategy and systems design, program implementation, monitoring, evaluation, research & learning (MERL), digital innovation, and knowledge translation. Through these capabilities, ACE Group partners with organizations, donors, governments, and communities to strengthen systems, drive innovation, and advance equitable outcomes across the continent.

Role Overview

The Operations and Facility Officer is responsible for leading the day-to-day operations of ACE Group’s Zaria facility, ensuring effective facility management and operational support for site-based staff and activities. The role requires strong organizational skills, sound judgement, and the ability to work independently while coordinating with the Operations Lead at ACE Group’s headquarters.

Given the role’s regular interaction with local vendors, artisans, community stakeholders, and site-based staff, proficiency in both Hausa and English is essential.

Key Responsibilities

Facility Operations & Maintenance

• Oversee daily operations of the Zaria facility, ensuring it is clean, functional, and well-maintained
• Manage preventive and corrective maintenance schedules for electrical systems, plumbing, generators/solar systems, and building infrastructure
• Coordinate utility management (electricity, water, waste disposal) and monitor consumption to optimize costs
• Ensure cleanliness and hygiene standards are maintained through supervision of cleaning staff or contractors
• Manage space allocation, layout planning, and workspace optimization, including training and simulation rooms
• Conduct regular facility inspections to identify maintenance needs and safety hazards
• Maintain facility maintenance logs, work orders, and service records
• Recommend facility upgrades, repairs, or improvements for approval by the Operations Lead

Health, Safety & Security Management

• Ensure compliance with occupational health and organizational safety policies
• Maintain fire safety systems (extinguishers, alarms, emergency exits) and conduct regular fire drills
• Develop and implement emergency response plans (fire, medical emergencies, evacuations) for the Zaria site
• Coordinate with security personnel or providers to ensure access control, visitor management, and premises security
• Manage CCTV systems, access cards/keys, and other security equipment
• Serve as the primary point of contact for security matters at the Zaria site, including liaison with local security agencies where relevant
• Investigate and document facility-related incidents, accidents, or security breaches
• Ensure first aid kits, safety equipment, and emergency supplies are available and maintained
• Provide basic safety training and awareness for site staff and visiting trainees

Vendor & Contract Management

• Manage relationships with local facility service vendors in Zaria and Kaduna State (cleaning, security, maintenance, waste management, utilities)
• Conduct vendor evaluations and due diligence to ensure quality service delivery and compliance
• Monitor vendor performance against service level agreements (SLAs) and contract terms
• Maintain vendor documentation: CAC, TIN, insurance, licenses, and compliance certificates
• Negotiate vendor terms, pricing, and contract renewals, subject to approval by the Operations Lead
• Conduct vendor communication, negotiations, and site meetings in Hausa and English as needed, given that most local vendors and contractors operate primarily in Hausa
• Address vendor performance issues and escalate unresolved matters
• Track facility service spend against budget and recommend cost optimization strategies

Asset & Space Management

• Maintain records of all facility assets, including furniture, fixtures, equipment, and building systems at the Zaria site
• Conduct periodic asset audits to verify the condition and location of facility assets
• Manage requests for furniture and equipment procurement, repairs, or replacement, subject to approval by the Operations Lead
• Coordinate space planning for new hires, visiting trainees/researchers, or facility reconfigurations
• Ensure proper labeling and tracking of facility assets and equipment
• Oversee the disposal or decommissioning of obsolete or damaged assets in compliance with organizational policy and as approved

Procurement Support

• Source and purchase goods and services (stationery, minor repairs, local supplies) following organizational procurement policy and approval by the Operations Lead
• Obtain quotations from local vendors in Zaria and Kaduna State for site needs, communicating in Hausa where required
• Maintain a procurement and payment tracker, reconciled monthly with Finance

IT & Systems Coordination Support

• Provide first-line troubleshooting for basic IT and connectivity issues at the Zaria site, escalating unresolved issues to the IT Officer
• Coordinate installation, maintenance, and inventory of site IT and training/AV equipment (computers, printers, network equipment)
• Support data security at the site by following organizational IT and data protection policies, including physical security of equipment and access control
• Liaise with local internet and telecom providers on connectivity issues affecting the site

Compliance & Regulatory Liaison

• Support compliance with local (Kaduna State) regulatory, environmental, and statutory requirements affecting the facility (e.g., business permits, fire safety certification, environmental and waste regulations)
• Act as the first point of contact for site-level ethics/or research-compliance logistics (e.g., participant/trainee sign-in, informed consent document handling
• Support internal and external audits and inspections at the Zaria site by preparing documentation and facilitating site access
• Maintain a site compliance calendar (permit renewals, inspections, certifications) and flag upcoming deadlines to the Operations Lead
• Serve as the primary local liaison between ACE Group’s headquarters and the Zaria site for day-to-day operational matters
• Represent ACE Group professionally in interactions with the local community, vendors, and authorities in Zaria and Kaduna State
  
  Qualifications and Experience
  
• Bachelor’s degree in Business Administration, Estate Management, Public Administration, Social Sciences, or a related field
• Minimum of 3–5 years’ experience in facility management, general operations, or administrative roles, ideally within a research institution, health facility, or similar organization
• Demonstrated experience managing vendors and contractors; experience coordinating basic procurement or IT support functions is an advantage
• Experience living or working in Zaria or elsewhere in Kaduna State is strongly preferred
  
  Skills and Competencies
  
• Strong organizational and multitasking skills, with the ability to manage varied responsibilities independently
• Good working knowledge of health, safety, and facility management practices
• Basic understanding of procurement processes, HR administration, and IT troubleshooting
• Strong vendor management and negotiation skills
• Proficiency in MS Office (Word, Excel, Outlook) and comfort with basic record-keeping and reporting tools
• Excellent interpersonal and communication skills, with the ability to engage professionally with staff, vendors, and community stakeholders
• High level of integrity, reliability, and sound judgement, given the role’s independent, on-site nature
• Fluency in Hausa (spoken and written) is mandatory, given the role’s extensive local vendor negotiation, community liaison, and site-staff supervision responsibilities
• Fluency in English (spoken and written) is also required for reporting to and coordination with headquarters
  
  Location and Working Conditions

This is a full-time, on-site role based in Zaria, Kaduna State. Candidates must be based in, or willing to relocate to, Zaria. The role may require availability outside standard working hours during emergencies, training, or urgent facility issues, and occasional local travel within Kaduna State for vendor visits or community liaison. Occasional travel to headquarters for meetings, training, or coordination may also be required.

Applications are reviewed on a rolling basis, and only shortlisted candidates will be contacted.