Facilities and Fleet Manager

Vacancy: Facilities and Fleet Manager Embassy of Ireland, Lusaka

Our mission is to promote and protect abroad the values, interests and economic well-being of Ireland and its people. We do this under the political direction of our Ministers, through our staff at home and through our Embassy network abroad.

The Embassy is seeking to recruit an experienced, resourceful, dynamic and flexible individual with previous experience in a similar environment to fill the position of Facilities and Fleet Manager at the Embassy.

Under the direction of the Head of Administration, the successful candidate will ensure the effective functioning of mission facilities to provide an efficient and safe working environment for employees and their activities. This will be achieved by using best business practices to manage facilities, resources, services, and processes to meet the needs of the mission.

The successful candidate will also be responsible for directing, coordinating, planning and overseeing tasks and operations within the mission involving transportation and logistical activities.

The Facilities and Fleet Manager will ensure that the embassy is in full compliance with the legal requirements for Zambia roads usage as directed by the Zambia Roads Transport and Safety Agency.

Roles and Responsibilities: The precise range of duties may vary over time according to the needs of the Embassy, but will include the following:

Facilities Manager Responsibilities:

• Property Maintenance and Infrastructure Management
• Health and Safety Compliance
• Logistics & Resource Management
• Maintenance and Repair Supervision
• Central Services Management
• Team Efficiency and Reports
• Energy Efficiency and Security
• Generator Fuel Procurement and Storage

Fleet Manager Responsibilities:

• Fleet and Vehicle Management
• Controls and Procedures to include fuel & mileage management
• Driver and Staff Supervision and Support
• Stakeholder Engagement
• Health & Safety Compliance
• Ad-Hoc Projects and Duties

Further detail on role & responsibilities attached as Annex

Detailed Facilities Manager Responsibilities: Property Maintenance and Infrastructure Management:

• Oversee and manage the maintenance of the embassy’s property and infrastructure, including water system, drainage system, ICT systems and landscape.
• Develop and implement a preventive maintenance program to ensure the optimal functionality and safety of all facilities.
• Conduct regular inspections and assessments of all embassy facilities, address any issues arising and document findings for future reference.
• Management of all contracts related to Facilities and Fleet.
• Relationship management with key Embassy relevant Fleet and Facilities Management.

Health and Safety Compliance:

• Ensure strict compliance with health and safety standards in accordance with the Department of Foreign Affairs and Trade (DFAT) missions’ overseas requirements.
• Conduct regular inspections to identify and address potential health and safety hazards and proactively implement corrective measures.
• Maintain up-to-date records of health and safety inspections and compliance reports.

Space Allocation and Coordination:

• Work closely with the Head of Administration and the Management team to allocate and manage facility space efficiently.
• Coordinate office moves within the mission, ensuring minimal disruption to Embassy operations.
• Provide input on space utilisation to enhance mission productivity with minimal disruption to day to day operational works.
• Plan and manage central services for the mission, including – reception, security, housekeeping, cleaning, waste disposal, and parking.

Maintenance and Repair Oversight:

• Supervise the maintenance and repair of facilities and equipment, ensuring they meet established standards and ensures works are carried out efficiently and to a required standard as per service level agreements.
• Oversee facility refurbishments and renovations for the Embassy.
• Conduct regular inspections of the properties to ensure health and safety standards are adhered to at all time, working alongside Embassy Head of Security.
• Develop schedules for planned maintenance works.
• Manage the work of full time and contracted staff engaged in the cleaning of the embassy and in the maintenance and operations of the residence, embassy and grounds.
• Working alongside Embassy Head of Security to manage requirements related to safe and secure operation of all Embassy generators, including compliant refueling processes.
• Responsible for tracking and reporting upon all Embassy fuel purchasing and fuel storage.

Central Services Management:

• Plan and manage central services for the mission, including reception, security, housekeeping, cleaning, waste disposal, and parking.

Team Efficiency and Reports:

• Support the Head of Administration and Management in ensuring efficient team utilization of mission facilities.
• Generate and present regular mission reports related to facility maintenance.
• Develop and implement cost-reduction initiatives to enhance mission efficiency.
• Generate and present regular mission reports related to facility maintenance.

Energy Efficiency and Security:

• Provide guidance on energy efficiency and sustainability measures.
• Respond promptly to facility and equipment alarms and system failures, addressing issues effectively.

Generator Fuel Procurement and Storage:

• Working alongside Embassy Head of Security, manage all requirements related to safe and secure operation of all Embassy generators, including compliant refueling processes.
• Responsible for tracking and reporting upon all Embassy fuel purchasing and fuel storage.
• Ensure Embassy fuel storage facilities are safe and secure at all time, proactively addressing any issues which arise and suggesting potential improvement.
• Ensure all staff involved in handling of fuel at the Embassy are compliant with health and safety procedure and that necessary PPE equipment is sufficient and in good working order.

Detailed Fleet Manager Responsibilities: Fleet and Vehicle Management:

• Manage the embassy’s vehicle fleet, including fuel management, regular servicing, inspections and safety checks.
• Ensure all Embassy vehicles have appropriate insurance and that necessary procurement steps are followed when carrying out car insurance renewal processes.
• Responsible for tracking fuel usage, efficiency and running costs, to ensure effective fleet operations for the mission.
• Maintain records of vehicle maintenance and ensure all vehicles remain roadworthy and compliant with local laws, licensing, insurance and safety regulations.
• Schedule and supervise vehicle inspections and maintenance procedures.

Controls and Procedures:

• Develop and implement controls and procedures to effectively manage the mission fleet and communications.
• Ensure that all transportation and logistical activities are executed according to established protocols.
• Oversee the mission’s diplomatic operations license obligations to meet compliance standards.
• Provide protocol guidance and support to diplomatic staff in regards to motor vehicle importation, registration and permits.

Driver and Staff Supervision:

• Supervise and provide support to mission support staff, driver, cleaners and garden staff.
• Effectively coordinate all transport logistics for Embassy staff, goods and equipment when needed.
• Strategically plan the utilization of driver resources, including duty driver rotations and scheduling.
• Ensure compliance with all rules and regulations from Zambia Road Transport and Safety Agency by all Embassy staff operating Embassy owned vehicles, including ensuring necessary licenses are in place and are renewed in a timely manner.
• Ensure timely completion of all transportation, logistical, and administrative processes for mission upcountry trips.
• Acting as contingency driver for Embassy when needed.

Stakeholder Engagement:

• Engage with internal and external mission stakeholders to meet and exceed management expectations.
• Serve as an escalation point and authority for mission vehicle management, maintenance, and compliance with local transportation regulations.
• Maintain awareness of current and anticipated local regulations and legislative requirements for transport and road usage rules.
• Alongside Head of Administration, act as key points of contact with Government with regard to facilitating official communication and processing of related diplomatic administration, developing key relationships and contacts to ensure effective and responsive communication channels.
• Engage with counterparts with other Irish Missions and with bilateral and international missions to share and learn from respective facilities and fleet management practices.

Health & Safety Compliance:

• Adhere to mission health and safety policies, including national and mission speed limits, transport policies, and emergency procedures.
• Ensure that all aspects of mission health and safety are followed, including H&S induction and training, operating procedures, near-miss reporting, and emergency procedures.
• Provide guidance on energy efficiency and sustainability measures.
• Oversee environmental H&S, ensuring compliance with all environmental regulations.
• Respond promptly to facility and equipment alarms and system failures, addressing issues effectively.
• Ensure all staff involved in handling of fuel at the Embassy are compliant with health and safety procedure and that necessary PPE equipment is sufficient and in good working order.

People Management:

• Lead, coach, and develop a high-performing team of subordinates (Drivers, cleaning and garden staff) to meet objectives and deliver best practice results.
• Set departmental objectives and KPIs, regularly review performance, and report on target achievements.
• Manage drivers and gardeners including conducting performance reviews, ensure compliance with corporate policies and ensure that all drivers maintain proper certification and licencing.
• Foster a collaborative, self-aware, and motivated team that operates in accordance with health, safety, and security policies and procedures.
• Ensure all stakeholders are informed on all areas of your work, the properties and all equipment are in good working condition and compliant with all regulations, customer satisfaction and communications, procurement compliance and stakeholder management

Ad-Hoc Projects and Duties:

• As needed, work on ad-hoc projects and undertake other reasonable duties as assigned by the Second Secretary and/or Head of Administration and Management.

Essential qualifications and experience

• Diploma or Degree in Facilities Management, Logistics or any other related field;
• Proven experience in managing a facilities/transport team with 3 to 4 years relevant experience;
• Knowledge of Zambian safety regulations, vehicle compliance and general maintenance management best practice;
• Leadership and people management skills;

Desirable experience

• Prior experience working at a diplomatic mission is preferred;
• Mechanical and technical knowledge desired.

All applicants must have a current permanent legal right to reside and work in Zambia. Only those applicants that meet the essential requirements above will be considered for this position.

Terms and conditions of employment:

• The successful candidates will be hired on a fixed term contractual basis with a three month probation period (with a possible extension based on performance and Mission needs) and will be based at the Embassy of Ireland, Lusaka, 6663 Katima Mulilo Rd, Lusaka 10101
• Formally Monday to Friday, 48 hours per week;
• Annual Leave entitlement 24 days per annum;
• The gross annual salary for the position is €17,334.38 per annum paid in local currency (inclusive of housing and all allowances), paid locally on a monthly basis and non-negotiable. The Embassy contributes a further 15% of salary to pension; NAPSA is paid; a medical insurance package is in place. Note that the Embassy deducts income tax (PAYE) at source without exception. Salaries are paid direct to a bank account; therefore, the successful candidate must have a bank account.

How to apply The Job Description and Application Form for this position are available on our website www.dfa.ie/zambia

Completed application forms should be sent via e-mail only to RecruitmentLusaka@dfa.ie with the subject line Facilities and Fleet Manager

Applications must be received before 16:30 hrs. (Local time) on Sunday 22nd March 2026. No applications will be accepted after this deadline.

Please note that only short listed applicants will be contacted.

Selection Process:

• Only those applicants that meet the essential requirements above will be considered;
• Only applications filled out electronically on the application form will be accepted;
• AI-generated applications will not be accepted;
• Depending on the number of applications received, a short-listing of candidates to be called for a competency-based interview may be undertaken based on the Essential/Key Requirements above;
• It is planned that interviews will be held in person in April 2026;
• Only those called to interview will be informed;
• A skills test may be included in the recruitment process;
• A second interview may be included in the recruitment process; and
• A panel may be set up depending on the calibre of candidates for current and future vacancies.

General Data Protection Regulation: All personal information received will be kept in line with GDPR guidelines. Only the applications of those short-listed for interview will be retained by the Embassy.

Security Clearance for Local Staff: Police security clearance will be sought in respect of individuals who come under consideration for appointment. Enquiries may also be made with the police force of any country in which the applicant under consideration for appointment resided. If unsuccessful, this information will be destroyed. If the applicant subsequently comes under consideration for another position, they will be required to supply this information again.

Please note that canvassing will disqualify applicants.

The Embassy of Ireland, Lusaka is committed to a policy of Equal Opportunity.