Key duties & responsibilities                                                                             

Ensure there are sufficient office supplies to enable a conducive and effective workspace for the foundation staff.
Maintain the general office filing system.
Manage the logistics calendar (drivers/third party driving service).
Liaise with Program EA to facilitate internal communication within the Country Office.
Participate as a member in the Joint Health, Safety and Wellness Committee and ensure the Country Office meets government regulations on matters health, safety, and environmental standards.
Support the Facilities Manager in the delivery of all facilities management services in line with agreed service level agreements with suppliers ensuring we have consistent service.
With the support of the Facilities Manager, support in conducting workplace inspections and audits and ensure all findings are documented, owned and completed as required.
Proactively report or log any observations, service issues or failures into the facilities helpdesk system as and when required so as to provide proactive service to staff.
Ensure effective financial management through adhering to company purchasing procedures.
Working with the Facilities Manager to ensure that the space planning data base is updated and maintained on a regular basis.
Participate in Control reviews and ensure that all non-conformances and opportunities for improvement are brought to the attention of the Facilities Manager.
Prepare purchase orders, review and process invoices as per the laid down guidelines.
Support onsite supervision and coordinating work of contractors and suppliers.
Provide assistance in the onboarding process by ensuring new hire workstations, business cards and other facilities requirements are set up.
Conduct supplier performance review as per the schedule.
Handle emergency calls related to the office and coordinate resolution accordingly.
Provide assistance with special projects when required.
Provide assistance to other administrative staff when required.

Academic and Professional Qualifications                                                 

Bachelor’s degree or Higher Diploma in Business related field or any related field
Facilities Management experience is an added advantage

Experience                                                                                          


Minimum 2-3 years of experience in an Office Administrative role in a fast-paced environment. Local experience preferred.


Competencies                                                                                                  

Excellent communication skills in English; written and spoken
Able to work independently with little direction or supervision and possess ability to coordinate and manage multiple projects.
Proficient in MS Office applications (PowerPoint, Word, Excel, Office 365 and SharePoint).
Strong communication skills in English; written and spoken, and ability to communicate in local language specific to your country
Flexible, adaptable, and able to execute a range of job duties and changing priorities.
Possess excellent communication skills with the ability to articulate information to a variety of constituents across cultures.
Possess professional maturity, sensitivity with different cultures, and impeccable integrity that exemplify the Foundation’s values.