Premises Supervisor

• Filing and Administrative work (65%)
• Keeps proper related files updated (all premises residences and operation files & TS data)
• Distributes and/or delivers mail and STM requests
• Does photocopying and simple filing, typing and other administrative tasks as required
• Prepares and finalize all premises-related invoices
• Reports discrepancies related to premises invoices
• Makes certain that printers and other office equipment are always ready for use (enough paper, ink, toner, etc.) and carries out very minor maintenance work on office equipment (papers jams, staple jams, etc.) and liaises with the relevant department if further repairs are necessary
• Responds to the delegates’ requests on internet and tv cable subscription and supports in the water sheet
• Responds to the delegation operational requests (office furniture, coffee breaks, offices move, etc.) 
• Informs line manager of daily needs, problems and client feedback supervisors and about important issues related to ICRC premises/materials and reports minor ones to the maintenance team
• In charge of preparing, monitoring & collecting security guard presence forms and reporting any issues with guards is to the line manager
• Ensures efficiency in meeting commitments, observing deadlines and achieving results
• Ensures proper inventory for the delegation offices as must and residences if needed
• Supports the premises manager with the delegates file (inventory, housing policy) and ensures files update
• Ensures proper accomplishment for all delegation projects attributed

• Stock Management (15%)
• Maintains stocks of consumables
• Maintains stocks of office furniture
• Maintains stocks of shelter food
• Assists in the stock management of premises-related products
• In coordination with premises manager and logistic staff, drafts SR to order any necessary material and supplies
• Organizes and conducts the weekly SR follow up meeting with logistic department and ensures delivery of all requested items and communicates all related updates with the premises manager
• Ensures proper goods reception respecting the warehouse rules and regulations and updates the premises supervisor and manager about receiving

• Housekeeping Team supervision (15%)
• Supervises the housekeeping staff assigned to ICRC offices.
• Assist in maintaining cleanliness of building on a continual basis throughout shift including restrooms, windows and floors/carpets as noted in staff manual
• Ensures that staff under responsibility are able to carry out their duties in safe and proper conditions and with sufficient and adequate materials
• Organizes work and uses resources that are available

• External relationships (5%)
• Deals with external service providers where relevant and coordinates their work.

PEOPLE MANAGEMENT RESPONSIBILITIES

• Engages in ongoing and continuous feedback and support, particularly for employees under their supervision, but also other staff members
• Coordinates tasks with the daily worker, cleaning ladies and maintenance team to ensure optimal completion of work and proper flow of information

Professional Experience Required:

• Customer Service Experience
• Ability to work independently with minimal supervision
• Excellent Verbal & written communication skills
• Strong organizational and planning skills
• Excellent Time management skills and ability to multi-task and prioritize work
• Attention to details and Problem-solving skills
• Ability to perform essential administrative work from invoicing, filing, drafting memos/letters, tracking correspondences, updating database, handling logistic.