ADVERT – Electricity Distribution and Supply Authority (EDSA)

Terms of Reference (ToR)

Position:           Estate Officer
Department:    Corporate Planning & Service Delivery
Location:          EDSA Head Office, Electricity House, Freetown (with periodic travel to Provincial Stations)
Reporting to:   Manager, Corporate Planning & Service Delivery

1. Background

The Electricity Distribution and Supply Authority (EDSA) oversees the distribution and supply of electricity across Sierra Leone. To ensure that its operational facilities, office buildings, warehouses, substations, staff quarters, and related assets are managed efficiently, the Authority requires effective estate management. The Estate Officer plays a key role in supporting the planning, maintenance, utilization, and safeguarding of EDSA’s real estate assets nationwide.

2. Purpose of the Position

The Estate Officer is responsible for supporting the management, maintenance, and administration of all EDSA buildings and landed properties. The role ensures that facilities remain functional, safe, compliant with regulations, and suitable for the Authority’s operational needs.

3. Key Duties and Responsibilities

i).  Estate Administration & Records Management

• Maintain an updated inventory of all EDSA properties (offices, substations, depots, staff quarters, and lands).
• Maintain records of tenancy agreements, property documents, renovation works, and maintenance schedules.
• Track lease renewals, rental payments, property insurance, and statutory compliance requirements.

ii). Facility Maintenance & Inspections

• Conduct routine inspections of buildings and grounds to identify maintenance needs.
• Assist in planning and supervising minor repairs, renovations, and improvements.
• Ensure all EDSA facilities meet safety, health, and environmental standards.
• Monitor cleaning, sanitation, waste management, and landscaping activities.

iii). Property Acquisition, Allocation & Utilization

• Support processes for acquiring new buildings or land for EDSA operations.
• Assist with space planning and allocation to departments and field offices.
• Monitor occupancy of staff quarters and enforce allocation policies.

iv). Contractor & Vendor Coordination

• Assist in supervising contractors engaged in building works, repairs, cleaning services, and other facility-related services.
• Verify that contracted works are completed according to specifications, timelines, and quality standards.
• Support preparation of technical inputs for procurement of estate-related services.
• Provide technical and operational support for all civil works executed under projects implemented by the EDSA Project Implementation Team.

v). Security & Safety Coordination

• Liaise with the Security Unit to ensure all EDSA facilities remain secured.
• Identify facility‐related safety hazards and ensure prompt mitigation.
• Support compliance with fire safety systems, emergency exits, and first aid installations.

vi). Reporting & Compliance

• Prepare monthly estate and facility management reports for submission to the Corporate Planning & Service Delivery Manager.
• Provide input for departmental budgeting for maintenance and property management.
• Ensure adherence to EDSA policies and relevant national building regulations.

4. Deliverables

• Updated monthly estate status report.
• Updated property inventory and maintenance register.
• Inspection reports on buildings and facilities.
• Timely follow-up and documentation of repairs and renovation tasks.
• Compliance reports on safety and environmental standards.

5. Key performance areas & indicators

6. Qualification & Experience Requirements

• Bachelor’s degree in Civil Engineering, Architecture, Estate Management, Facilities Management or related field.
• Minimum 5 years’ experience in estate or facility management.
• Experience in public utility, engineering, or infrastructure-related institutions is an added advantage.
• Strong understanding of building maintenance, safety standards, and project supervision.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Good communication, negotiation, and problem-solving skills.

7. Competencies

• Knowledge of estate management principles and building maintenance.
• Strong organizational and administrative skills.
• Ability to multitask and work under pressure.
• Attention to detail and accuracy in documentation.
• Knowledge of health, safety, and environmental regulations.
• Strong interpersonal skills and ability to engage contractors and staff.

8. Duration

This position is full-time and ongoing within the organizational structure of EDSA. Performance will be reviewed annually.

9. Reporting Line

The Estate Officer will report directly to the Manager, Corporate Planning & Service Delivery, under the Corporate Planning & Service Delivery Department.