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Facilities Management Officer
Concern Worldwide

Concern Worldwide is an international humanitarian organization that strives for a world free from poverty, fear, and oppression. We deliver life-saving and life-changing interventions to the world's poorest and most vulnerable people. From rapid emergency response to innovative development programming, we go to the hardest to reach places to make sure that no-one is left behind.


 Section/Unit: Systems
 Grade Level: D 533 USD to 679 USD based on experience.
 Supervisor: Admin and Security Coordinator.
 No. of Post: 1
 Duty Station: Khartoum with frequent travel to field locations
 Duration: Fixed term – two years.
 Closing Date: 22 Jan 2022

 
 Background:

To support Admin and Security coordinator in provide efficient and effective facilities and assists management for Concern premises, keep it safe and problem free so employees can work and accommodate under the best conditions.



 
 Duties and responsibilities:

Lease agreement management:-

  • To support Admin and Security Coordinator in  documentation of rental contract/leases for all Concern premises in Khartoum and all field offices/team houses/warehouses in Sudan. This includes negotiation for the renewal of rental contracts, submitting rent payments at least 4 weeks in advance of due date.
  • Ensure that the rental contracts/lease register for all concern premises in Khartoum and field is kept updated at all times and all copies of lease agreement appropriately filed.
  • Managing the set-up and exiting of Concern leased properties in Sudan, including inventory management with landlords.
  • Make sure the premises meets security, health and safety standards of concern.
  • Support Admin and Security Coordinator in making arrangements for meeting landlords of different properties/buildings to resolve recurring problems.
  • Maintaining an inventory list for Concern funded items.
  • Ensure Concern room register list is updated and visible in each room.
  • Manage claims for any Concern inventory items and for public liability.
  • Support in finding new office, team house and warehouse as needed. Complete paper work for the identification of new office of team house buildings and finalization with relevant senior staff.
  • Support in  assessment for new office, team house and warehouse with the purchase committee if needed. 

Repair and maintenance:-

  • Ensure that small repairs (electricity, plumbing, air conditioning, carpentry,  small paint jpb, etc.) are carried out on time and efficiently in residences and offices; supervise the people (day laborers, contractors, electricians, etc.) assigned to this work and monitor their services, including contracts if there are any.
  • Scheduling preventive/corrective repairs and maintenance for the  rented building/apartments and engagement with landlords when necessary.
  • Plan and coordinate all electrical and plumbing installations of offices and residences and ensure that are effectively operational and ensure regular inspection to prevent potential risks.
  •  Set up a reserve stock of materials and tools necessary for basic infrastructure maintenance (locks, valves, bulbs, small tools) and ensure follow-up.
  • Organize and implement the necessary construction works and establish contracts as necessary with support from Logistics section.
  • Testing that the office electric fence is working (if applicable).
  • Testing rapid response buttons for connectivity and for response times.
  • Prepare payment files for services relating to various repairs in offices and residences.
  • Ensure that Concern Worldwide's residences, offices and stocks are equipped with fire extinguishers.
  • Manage the upkeep of equipment and supplies to meet health and safety standards
  • Manage activities like parking space allocation, waste disposal, building security etc.
  • Work with relevant senior staff for the allocation of office space according to needs.

Utilities:

  • Timely submission of the payment for utilities and maintain record according.
  • Track utility utilization by property to identify any anomalies.
  • Ensuring proper procedure for the garbage collection is kept tidily until collected.
  • Scheduling fumigation of the rented building as per health requirements.
  • Ensuring that domestic supplies are always available in the team house.
  • Management of office supplies e.g. water, newspapers, milk, stationery, cleaning materials.
  • Keep the records and filing for the utilities payment.

Assets Management:

  • Ensure assets purchased are entered into the Fixed Assets register to include all required details. In order to do this work with Logistics department, Transport & Warehouse and Finance departments to capture the details for any new assets and record it in the Asset register.
  • Liaising and working closely with the Admin department to identify and register all assets and inventory in the team house and expat/Team houses.
  • Ensure all assets are tagged and tag number used as the main reference on the fixed assets register for tracking purposes.
  • Ensure that the condition of each and every asset/inventory is properly captured while carrying out verification with Finance department on bi-annual basis.
  • Liaise and work closely with the IT officer to ensure all IT assets are tagged and included in the assets list and/ or disposal list.
  • Produce an updated assets list for Concern Sudan using Concern assets register template.
  • Liaise with the logistics, admin and IT and users to Identify and prepare a record for all assets and inventory, separately, and that the status/condition is properly captured.
  • Working closely with the logistics coordinator prepare a list of assets due for disposal.
  • Work closely with the store keeper to ensure all assets not in use are properly stored and information entered in a stock card.

Other:

  • Ensuring that the office and team house is kept clean and tidy.
  • Maintaining key record  and ensure keys are issued to new staff/visitors and collected back.
  • Handle insurance plans and service contracts.

 
 Minimum Qualification, Skills and Experience Required:

Minimum Qualifications, skills and experience required:

  • University degree or diploma in business administration / facility management, or other relevant field.
  • Well-versed facilities management best practices.
  • Minimum of two years of related work experience, previous experience in an international NGO or UN is an added advantage.
  • Excellent written and spoken Arabic and English.
  • High level computer literacy (MS Word, Excel).

Competencis:

Essential

  • Managing yourself.
  • Commitment to working in a team.
  • Leadership.
  • Delivering results.
  • Planning and decision making. 

Desirable:

  • Creativity and innovation.
  • Influence, Advocacy and Networking.

Concern Code of Conduct and its Associated Policies.

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s

 

Core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies

 

To apply : Please submit a cover letter , CV detailing your experience skills and qualifications, your experience and educational certificates, ID, Birth Certificate, National Number, Contact details for two professional references to Sudan Job  Website.

 

 

 

 

 








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