Facilities Management Officer OR Administration Officer - MENA Regional Delegation

Job Purpose:

Under the management of the Senior Administration Officer, the incumbent is responsible for providing administrative support services to the Regional Office. The Administration Officer will be responsible for implementing the administrative policies and procedures according to Federation standards.

Job Duties & Responsibilities:

Offices and Warehouse Management:

• Manage the IFRC offices’ lease agreements including timely renewal, termination, and rental fees payment requests submission.
• Ensure that all personnel have a well-equipped workstation in the IFRC office premises and attend to any requests regarding furniture or additional equipment based on the basic items provided by the IFRC.
• Ensure that the IFRC office premises and grounds are adequately cleaned & maintained and that the office utilities (electricity, water, telephone, fax, e-mail, office security system, fire safety, health components, garbage and recycling services) are functioning properly and invoices processed in the system paid to service providers in a timely manner.
• Ensure the IFRC owned power generators are properly running, well maintained and reports including relevant logbooks (for fuel, maintenance, repair, etc.) are shared with the logistics unit on a monthly basis.
• Keep track of the office equipment and furniture inventory based on the IFRC tracker and ensure a quarterly update of the same.
• Manage the office’s storage areas including relevant inventory and organization.
• Undertake and/or coordinate all office’s related procurement requests including, but not limited to, refreshments, cleaning items, building maintenance and cleaning, power generators maintenance & repair, maintenance of fire and health related items.
• Plan new seating requests in the office as well as space allocations with the support of the Senior Administration Officer and Administration Manager
• Manage the integrated PNSs (Partner National Societies) offices’ lease agreements where needed including rental, timely renewal, termination, and rental fees payment requests submission.
• Manage and control all maintenance requests in coordination with PNS focal points where applicable and liaise with the Senior Administration Officer to ensure that needed repairs will be properly undertaken in the office premises according to approved requests. Respond to all related maintenance and repair works on a timely manner.
• Manage the IFRC archiving warehouse including lease agreement signature, renewal, termination, tendering process where requested, payment, maintenance, cleaning.
• Undertake any procurement request related to the warehouse space.
• Ensure a good practice of inventory keeping and keep track of the existing files in coordination with the relevant units existing inventories.
• Ensure most efficient practices are in place in office’s management, following existing policies and procedures.
• Be part of practices enhancement to ameliorate the overall services delivery and relevant administrative tasks.
• Ensure that all relevant invoices are processed in the accounts payable system on a timely manner.

Housing Services:

• Support in identifying real estate agents and apartments for IFRC and PNSs (Partner National Societies) International Staff (currently around 50 apartments) within the security perimeter as defined and authorized by the security focal point.
• Support in undertaking market assessments to advise staff and update the MENA Regional office housing policy accordingly where needed.
• Manage the apartments leases from the contract initiation process to the final handover, making sure that all houses leased in all locations are equipped according to the standard lists and properly maintained according to the contract with the landlord and regional office housing policy.
• Manage and control all maintenance requests in coordination with PNS focal points where applicable and liaise with the Senior Administration Officer to ensure that needed repairs will be properly undertaken in the delegates apartments according to approved requests. Respond to all related maintenance and repair works on a timely manner.
• Submit exemption requests to municipalities for all registered rented flats and follow-up on the process.
• Ensure timely renewal, termination, and rental fees payment of lease agreements after consultation with the Human Resources department.

Effective Management and Support of Janitorial Staff:

•        Build and maintain a structure that delivers quality services to all the related stakeholders.
•        Promote a culture of problem-solving mindset, accountability, and integrity among the team members.
•        Ensure that the staff under the incumbent responsibility delivers their tasks timely and meeting the expected quality.
•        Approving, reviewing, and monitoring the implementation of the annual objectives of the reporting lines.
•        Conduct mid-year and annual performance appraisals of his/her reporting lines.
•        Follow-up on leave requests, overtime work and exceptional services requests outside working hours.

Communications:

• Maintain good and high-level public relations with all service providers and landlords.
• Maintain high level of confidentiality at all levels of work.

Others:

• Be part of the after working hours administrative support phone rotation in case of urgent needs.
• Act as back up for admin colleagues as per the administration job tasks list.
• Perform any other duties that may be assigned by the Senior Administration Officer or by the Administration Manager.

Education:

• University Degree in Business Administration or relevant major - Required.
• Master's Degree in Business Administration or relevant major - Preferred.

Experience:

• 3-5 years of relevant professional experience in administration - Required.
• Experience in procurement tenders and processes - Required.
• Experience in facilities management - Required.
• Experience in supervising people - Required.
• Experience in working in complex environment - Required.

Knowledge & Skills:

• Proficient with Internet and Microsoft Offices – MS Word, MS Excel and MS PowerPoint - Required.
• Multi-tasking skills - Required.
• Good written and verbal communications skills - Required.
• Stress management skills - Required.
• Team work spirit - Required.

Languages:

• Fluent in English and Arabic - Required.

Competencies and Values:

• Communication
• Collaboration and Team Work
• Customer Relations