Re-Advert: Administration Officer - Site Maintenance

Vacancy Announcement No. 830197

Job Title: Re advertisement Administration officer-Site Maintenance

Contract Type/Grade: NOA

Duty Station: Mogadishu, Somalia

Contract Duration: 11 Months

Date of Issue: 27th February 2024 | Closing Date: 11th March 2024

What will you do?

•       Manage premises and office space both at the CO and Area Offices and advise management on essential requirements including space allocation/sitting arrangements, amenities, and security consideration.

•       Inspect and evaluate physical condition of premises and submit recommendations to management for maintenance, repairs, furnishings, relocation of equipment and reallocation of space.

•       Arrange necessary preventative maintenance and repair interventions of office premises both at the Country Office and Area Offices, including plumbing, masonry, carpentry, and electrical works.

•       Liaise with other UN Agencies/INGOs/counterparts on common/cost shared facilities; prepare billings and/or facilitate cost sharing payments in a timely manner.

•       Plan and organize maintenance and repair of utility systems and cleanliness of premises, furniture, fittings, office equipment, and other physical structures.

•       Supervise contractors providing cleaning, catering, gardening, waste management and other office services, ensure services are rendered in accordance with Contract Terms of Reference/Scope of Works and report any discrepancies to supervisor for administrative action.

•       Monitor, through the compilation of information, the visual examination of the premises and the preparation of work orders, the installation, construction, maintenance, repair and housekeeping of the building, installations, equipment, grounds, etc and report areas/aspects that require attention.

•       Verify and certify correctness of facilities related invoices before financial processing, including review of relevant Goods Receipt Notes (GRNs) and Service Entry Sheets (SES’s) for accuracy and timeliness in compliance with IPSAS requirements.

•       Maintain and update tracking database/spreadsheet for all active facilities related services both at the Country Office and Area Offices, ensuring that each service has corresponding Purchase Order to facilitate payment processing.

•       Keep track of leasehold improvements, fuel consumption records, electricity consumption, facilities greenhouse gas (GHG) emissions, update ARCHIBUS and submit carbon footprint data to Climate Neutral Team at HQ as per set corporate timelines.

•       Respond to queries from a variety of sources pertaining to facilities by producing targeted information or by re-directing to the most appropriate source; review related correspondence and provide timely feedback.

•       Prepare on own initiative, correspondence, reports, evaluations, and justifications, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility.

•       Perform any related duties assigned by supervisor.

Do you meet the minimum requirements?

Education: bachelor’s degree in business management, Business Administration or another relevant field.

Experience:

•       At least one (1) year postgraduate progressive experience in Administration role with. Relevant experience in protocol,

Language: Fluency in oral and written communication in English and Somali.

Are you competent for this job? Do you have?

•       Ability to work independently on analytical and technical matters with minimum supervision.

•       Strong organizational skills and ability to deliver timely high-quality deliverables.

•       Strong communication and collaboration skills.

•       Critical Thinking ability to analyse situations and make decisions based on on-hand information.

•       Strong analytical and report writing skills in English.

•       Proficiency in Microsoft Suite (MS Excel, MS Word, MS PowerPoint, etc)

•       Training and Capacity Strengthening skills.

Interested and qualified candidates are requested to submit online applications through E-Recruitment using the link below:

[LINK]

Applications that do not meet the above requirements will be disregarded. Only shortlisted candidates will be contacted

WFP seeks applicants of the highest integrity and professionalism who share our humanitarian principles. WFP is an equal opportunity employer, and we are committed to promoting diversity and gender balance.

 Selection of candidates is made on a competitive basis.

WFP does not charge any application fees to candidates.

 @WFPSomalia