Premises Manager

General Description:

The Premises Manager is directly responsible for management of existing premises and infrastructure attached to Beirut delegation, including daily task allocation to premises team members, requests monitoring, and system control. S/he is in charge of implementation and monitoring of activities related to maintenance and repairs in ICRC premises.

Objectives and Tasks:

Objective 1: Maintenance and repairs (50%)

• Organizes and timely allocates tasks for repairs (plumbing, electricity, furniture, leaks, appliances, doors/locks, keys, …)
• Liaises with service requesters ensuring proper communication/feedback on requests’ progress, potential delay and closure
• Manages maintenance schedule of outsourced services, regular and adhoc requests
• Ensures delivery and provision of drinking water, gas, other supplies as necessary
• Ensures functioning of utilities, electricity, water, gas, wifi
• Ensures minimum security requirement (passive security) are in place at all time, report on any gap and propose corrective measures when necessary
• Ensures compliance with ESAP (Electricity Standard Application Programme) requirements

Objective 2: Organisation and reporting (30%)

• Manages daily requests in Service Tasks Management (STM) Database, with proper allocation, monitoring. and closure of tasks/request and system controls
• Updates inventory and manages stocks with regular update on appropriate databases
• Oversees organization of services to mobile staff
• Approves urgent purchases for small items
• Ensures accuracy and timeliness in payments
• Ensures proper filing, statistics, and reporting

Supervision and irregular activities (10%)

• Schedules premises inspections and works by external suppliers-service providers, preventive maintenance, including unscheduled ones
• Supervises moves for offices and residences
• Troubleshoots and reports all incidents to direct supervisor
• Contributes to security and safety risk assessment and contingency planning activities

Other activities (10%)

• Directly supervises the two Premises Maintenance Supervisors (respectively for offices and for residences), covering all people management responsibilities
• Identifies development needs and ensure proper training for all Premises team members
• Coordinates with Welcome for accommodation attribution (visitors, temporary missions,)
• Participates in determining premises needs and identifying opportunities

 General Duties:

• Understands and supervises the Performance Management & Development (PMD) activities for employees under their supervision. 
• Makes sure that deadlines for the PMD cycle are met.
• Engages in ongoing and continuous feedback and support, particularly for employees under their supervision, but also other staff members.
• Organizes regular meetings within the team to ensure optimal coordination of the work and proper flow of information.
• Ensures that job descriptions for employees under their supervision are up to date; seeks feedback and support from the HR Department if needed.
• Plans and coordinates the annual leave of the employees under their supervision ensuring continuity of the operations throughout the year and making sure that there are no outstanding holiday balances at the end of the year.
• Coordinates and supports the employees under their supervision in their personal development by coaching and advising them on internal and external training and development possibilities.

Position Requirements:

Minimum Qualifications:

Years of experience required: At least 3 years of experience, 2 years of experience in a similar position in a fast-paced environment.

Level of education: Bachelor’s Degree.  

Field of education: Business Administration, or any job relevant field.

Languages: Fluency in Arabic and English, French is a plus.

Computer Literacy:  Advanced computer skills (MS Office, Spreadsheets, Database Management, etc.).

Required Competencies:

• Knowledge in supply chain (Inventory management, items specifications, etc.): Proficient.
• Asset management: Proficient.
• Project management: Proficient.  
• Security awareness and response: Proficient.
• Facility management: Proficient.
• Stakeholder relationships: Basic.
• Planning and prioritization skills: Proficient.  
• Ability to manage stressful situations: Proficient.
• Conflict resolution and negotiation skills: Basic.
• Team management skills: Proficient.
• Ability to motivate and drive a team: Proficient.
• Communication skills: Proficient.
• Ability to collaborate with team members: Proficient.
• Decision making skills: Proficient.
• Ability to work independently as well as part of a team: Proficient.  
• Assertiveness and meticulousness: Proficient.  
• Client focused mindset: Proficient.

Job Details:

• Job Location: Beirut, Lebanon.
• Working Schedule: Monday till Friday, from 8 Am till 5 Pm.
• Contract Type: Determined Period, 1 Year.
• Salary Package: 2037 – 3200 USD/Month (As per ICRC salary scale, salary setting processes will determine fair setting in coherence with the qualifications of the applicant and the requirements of the job).
• Opening: 14.11.2022
• Closing: 28.11.2022