Base and Facilities Officer

Main Purpose

Carrying out or supervising all maintenance logistics activities in the base (vehicles, fuel consumption, and local infrastructure) according to MSF standards and protocols in order to have the material, infrastructure and vehicles in optimal running conditions.

Accountabilities

• Follow up on planning vehicles movements, tracking individual trips, and ensuring implementation of security measures.
• Tracking consumption of supplies, fuel, lubricants, used in different facilities (office, guest house, warehouse).
• Checking and ensuring the maintenance of MSF facilities (office, guest house, warehouse), as well as the general water supply, electrical, walls, ceilings etc. and security conditions. In this sense, making inspection visits to assess the rehabilitation needs.
• Checking the maintenance of the various open spaces (gardens, courtyards...) and ensuring that the areas are kept clean and domestic waste is correctly discarded.
• Performing maintenance of logistics equipment for cold chain, energy, IT and radio communications, in particular: 
  • Inventories and the reallocation of equipment.
  • Renewing the authorization to use radio material with local authorities.
  • Checking the quality of the work carried out on generators and electrical installations.
• Preparing orders for his sector activity, do the follow-up, and checking their proper reception and state.
• Carrying out local purchases and ensuring that the line manager is aware of any problems linked to the quality or availability of the items to be purchased.
• Participating in trainings at the request of the line manager.

MSF Section/Context Specific Accountabilities

Maintenance and construction

• Monitoring maintenance activities of infrastructures and ensuring check-up and follow-up of facilities (office, guesthouse, warehouse) under the line manager supervision. (Preventive maintenance for equipment, furniture, appliances in premises, minor maintenance requested by the occupants).
• Carrying out regular visits to facilities, reporting any anomalies or problems to the line manager.
• Evaluating rehabilitation needs and following-up on minor building rehabilitation work in accordance with instructions given by his/her supervisor.
• Leading special construction work to be done: identification of local contractors, suppliers, quotes, schedule, follow-up and checking the quality of work carried out on electricity, water, sanitation, and any other renovation and construction for office, guesthouse, warehouse.
• Follow-up on Service Agreements/ Work Agreements for office, guesthouse, warehouse related activites (schedule, invoicing, documents filing, renewals).
• Along with the suport of WATSAN Technician, performing scheduled control of water quality, quantity and follow-up on the waste management of premises (offices, guesthouse, warehouse).

Security and safety

• Making sure that premises observe safety and security norms (fire extinguishers present, electrical installations earthed, etc.) and taking necessary actions when improvements are needed.
• Ensuring surveillance and guarding activities in all MSF facilities and premises are correctly implemented.

Materials and equipment

• Together with the line manager and mechanic, ensuring proper functioning, required checks and maintenance activities of energy equipment, electrical installations, pumps, generators, air conditioners, heating system, office equipment, (in consultation with the WATSAN Technician) plumbing and water distribution, drainage, sanitation according to MSF standards.
• Coordinating the fuel supply for generators, heating system at facilities: days, quantities, back-up plans, etc.
• Organizing regular maintenance for generatos (oil, filters, etc), AC (weekly filters), Heater system.
• Monitoring the consumption of mechanical and electrical machines/devices.
• Ensuring correct maintenance of the cold chain.
• Following-up on the use, maintenance and management of equipment according to MSF standards. Managing the stock of consumable items, filling in the stock cards, carrying out physical stock inventories, executing orders necessary for renewing stock, avoiding any shortage.
• Training MSF staff on the appropriate usage and basic maintenance of all energy, electrical installations, pumps, generators, AC’s etc, ….

Communication and IT

• Responsible for the correct functioning of communication systems: correct installation and maintenance of IT/ and radio communications equipment.
• Performing simple maintenance of equipment for cold chain, energy, IT and radio communications.
• Ensuring monthly maintenance and follow-up on FIW problems for project computers with support of Log Manager and ICT Specialist.

 Coordinate and lead the logistics team under his/her responsibility (daily workers or fixed employees):

• Supervising the activities of staff under his/her supervision assigned to office, guest house, warehouse.
• Defining each staff task(s), supervising them daily and checking the quality of their work (punctuality, rigour, quality, etc.)
• Evaluating staff under his/her supervision.
• Drawing up working schedules for staff under his/her supervision, scheduling of holidays to avoid large amount of days at the end of the period.
• Organising and leading staff meetings.

Reporting

• Ensuring that line manager is receiving weekly and monthly update reports.
• Performing any other tasks assigned by the supervisor.

Requirements

Education

• Essential: Technical Diploma or University degree in Mechanics and/or Energy and/or Construction.

Experience

• Essential: 2 years’ experience in similar position.

Languages                      

• Essential: English and Arabic Language.
• Desirable: French Language English & Arabic Language is essential.

Knowledge

• Essential: Computer literacy knowledge

Competencies

• Results and Quality Orientation 
• Teamwork and Cooperation 
• Behavioural Flexibility 
• Commitment to MSF Principles 
• Service Orientation 
• Stress Management