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Job Description

Under the supervision of the IT & Facilities Coordinator, the Office Facilities Administrator will manage and support the maintenance, safety, and day-to-day operations of our office facilities. The successful candidate will be responsible for ensuring that our facilities are safe, functional, and cost-effective. Additionally, the Office Facilities Administrator will need to be forward-thinking and innovative in planning for the future needs of our organization, bringing fresh ideas for space utilization, and ensuring that office layouts are optimized for efficiency and productivity.

The Office Facilities Administrator will supervise the facilities support team under the following areas; Procurement services, reception and front office, Vehicle & equipment maintenance, office maintenance & security/access, and hosting support activities.

Responsibilities:

Facilities Management

• Support the day-to-day operations of our office facilities, including maintenance, repairs, cleaning, and security.
• Ensure that our facilities are safe, compliant with all relevant regulations, and meet the needs of our staff.
• Assist in developing and implementing strategies for maximizing the use of our office space, including hot desking and other innovative approaches to space utilization.
• Assist in reviewing and optimizing office layouts to ensure they are optimized for productivity and efficiency.
• Assist in planning for future needs, including expansion, and developing strategies to accommodate growth while ensuring cost-effective use of space.
• Support the development and implementation of policies and procedures related to office facilities, including health and safety protocols, emergency preparedness, and environmental sustainability.
• Ensure that staff are trained and informed about office facilities policies and procedures, including occupational safety.
• Manage the use of office facilities by staff and visitors, ensuring that everything is used appropriately and that facilities are maintained.

Office Security and Access

• Support the development and implementation of security policies and procedures for the organization.
• Conduct regular risk assessments and make recommendations for improvements to security measures.
• Oversee the management of access control systems and security equipment, including cameras, alarms, and monitoring systems.
• Monitor security cameras and alarms to detect and respond to security breaches.
• Investigate and respond to security incidents, including theft, vandalism, and unauthorized access.
• Coordinate emergency preparedness drills and ensure that all staff are aware of emergency procedures.
• Provide training and guidance to staff on security-related matters.
• Maintain accurate records related to security incidents and investigations.
• Stay up to date on the latest security trends and technologies and make recommendations for improvements to security measures.

Vendor and Contractor Management

• Coordinate relationships with vendors and contractors, ensuring they are meeting our needs and providing high-quality service.
• Ensure procurement and service agreements are in line with policies and guidelines.

Fleet Management

• Oversee maintenance and availability of company cars, including scheduling repairs and maintenance, managing insurance and registration, and ensuring cars are available for staff use.
• Assist in developing and implementing strategies for optimizing the use of our company cars, including car sharing and other approaches that minimize the number of cars needed.
• Maintain accurate records related to our fleet of company cars, including fuel usage, repairs, and maintenance.

Asset and Equipment Management

• Maintain an accurate inventory of all office assets, including furniture, equipment, and supplies.
• Ensure that office assets are used and maintained in accordance with established policies and procedures.
• Coordinate with procurement staff to ensure that office assets are acquired in a timely and cost-effective manner and that all purchases are properly documented.
• Develop and maintain relationships with vendors and service providers who assist with asset management and maintenance, such as furniture suppliers and equipment repair services.
• Plan for the replacement and disposal of outdated or damaged office assets and manage the process of disposing of assets in accordance with company policies and relevant regulations.
• Implement strategies for reducing waste and increasing sustainability in office asset management, such as recycling and reusing materials.
• Train and educate staff on proper asset management practices, including how to properly use and care for equipment and supplies, and how to report issues or concerns.
• Ensure that all office assets are properly secured and protected from damage, theft, or misuse, and that all security protocols are followed.
• Monitor and track asset-related expenses and provide regular reports on asset management to the IT & Facilities Coordinator.

Carbon Footprint Reduction

• Implementing strategies to reduce the carbon footprint of the organization's facilities and operations.
• Identifying and implementing energy-efficient practices and technologies to reduce energy consumption and costs.
• Educating staff on environmentally sustainable practices and promoting awareness of the organization's sustainability goals.
• Liaising with external stakeholders, such as suppliers and regulatory bodies, to ensure compliance with environmental regulations and standards.
• Identifying opportunities for the organization to contribute to broader sustainability initiatives, such as community-based environmental projects or industry associations.
• Collaborating with other members of the facilities support team to integrate climate-smart practices into all aspects of the organization's operations.

Team Management

• Supervise and manage the procurement assistant to ensure timely and accurate processing of purchase orders and invoices.
• Ensure that the procurement assistant maintains accurate records of all procurement activities, including purchase orders, invoices, and receipts.
• Supervise and manage the receptionist to ensure smooth and efficient front office operations, including greeting visitors, answering phones, and handling incoming and outgoing mail.
• Train and coach the receptionist on customer service skills and professional communication.
• Ensure that the receptionist maintains accurate records of visitors, deliveries, and other front office activities.
• Develop and maintain relationships with vendors and service providers, such as couriers and office supply companies, to ensure timely and cost-effective service.
• Supervise and manage the driver to ensure that company vehicles are maintained in good condition, are available for staff use as needed, and are operated safely and responsibly.
• Train and coach the driver on safe driving practices and provide guidance on route planning and vehicle usage.
• Monitor fuel usage and expenses to ensure that costs are within budget.
• Ensure that the driver maintains accurate records of vehicle usage, including fuel receipts, maintenance records, and incident reports.

Requirements:

• College diploma or degree in a technical area, with additional relevant education or training in logistics/facilities/procurement administration preferred.
• 2+ years of experience in logistics, facilities management, office administration, asset management, or a related field.
• Demonstrated knowledge of occupational safety, including knowledge of relevant regulations and best practices.
• Experience with innovative strategies for space and fleet utilization, including hot desking and car sharing, preferred.
• Strong organizational skills, with the ability to manage multiple priorities and meet deadlines.
• Excellent communication skills, with the ability to interact effectively with staff, vendors, and contractors.
• Demonstrated ability to develop and implement policies and procedures related to office/logistics facilities management.
• Strong problem-solving skills, with the ability to identify and address issues in a timely manner.
• MSF experience is a plus.

Candidates meeting the above qualifications are requested to submit a motivation letter and an updated Curriculum Vitae as a single file mentioning the subject line “Nurse Sexual Reproductive Health” to Email: msff kenyarecruitment@paris.msf.org