Admin and ICT Support

To enhance operational presence and coordination within Libya, Our Client established our client in Tripoli, Libya, in March 2022. This facility operates under a common services strategy with Our Client as the lead agency, providing a secure and integrated environment for international cooperation.

Since its inception, the compound has evolved into a vital diplomatic and administrative hub, currently hosting 12 Client Agencies and the German Embassy in Libya. Managing a high-density compound with a diverse range of tenants necessitates seamless facility maintenance, robust administrative coordination, and basic technical support to ensure the safety and productivity of all staff and residents.

Under the direct supervision of the Admin Associate, the Admin and ICT Support plays a crucial role in the day-to-day administrative and physical operations of the Our Client. The incumbent provides comprehensive facility management support, coordinating routine preventive maintenance, conducting regular inspections of physical assets, and monitoring the quality of essential services such as power supply, water systems, and general repairs.

Parallel to these administrative duties, the incumbent acts as a first-line responder for light technical troubleshooting. Through the diligent oversight of external contractors and the proactive management of facility workflows, the incumbent ensures a safe, reliable, and professional environment, directly contributing to the overall operational efficiency and sustainability of our Client’s presence in Libya.

He/She will perform the substantive duties and responsibilities outlined below, in close collaboration with JTV, service providers and other stakeholders. The consultant is expected to adopt a participative and inclusive approach that will be reflected in reporting.

1.Compound Management & Administrative Support

•Facility & Villa Maintenance: Provide direct support to the Admin Associate in managing the Our client compound. Coordinate, track and monitor daily maintenance and repair requests for residential villas and office spaces, ensuring timely follow-ups with maintenance vendors and housekeeping teams.

•Resident & Accommodation Services: Assist in managing short-stay records and hotel room reservations. Support the administration of our client Booking Hub, ensuring accurate check-in/check-out documentation and smooth resident communications.

•Asset & Inventory Management: Maintain comprehensive oversight of our client physical assets. Assist with physical inventory verification and accurate data entry on SharePoint.

•Preventive Maintenance & Inspections: Coordinate routine preventive maintenance and regular inspections of physical assets, and monitor the quality of essential services such as power supply, water systems and general repairs.

2.Light ICT and Technical Support

•Basic Desktop & Helpdesk Support: Provide daily first-level technical support and basic troubleshooting to CO staff and our client users. Escalate complex hardware, software or local area network (LAN) issues to the ICT Associate.

•Basic System Checks (IPTV/CCTV/Internet): Assist in monitoring the functionality of CCTV cameras and IPTV services across the compound. Report connectivity outages, clarity issues or damages, and coordinate timely cleaning or replacements with external vendors under the guidance of the ICT Associate.

3.Compliance and Reporting

•Ensure adherence to our client operational, safety and security procedures within the compound.

•Report any incidents, damages or irregularities in a timely manner.

•Maintain proper records of requests, interventions and follow-ups.

•Oversee external contractors and service providers to ensure works are completed to the required standard.

4.Other Duties

•Perform other duties within the functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.

Institutional Arrangements

•Under the guidance of the our client Premise Manager, and direct supervision of our client Admin. Associate, the Admin and Facilities Support will provide reliable and safe facilities management services ensuring high accuracy of work. The consultant demonstrates a client-oriented approach, a high sense of responsibility, courtesy, tact, and the ability to work with people of different national and cultural backgrounds.

•The consultant will work in coordination with our client ICT Associate as needed for light ICT and technical support matters.

•The consultant is required to provide periodical progress reports on a regular and needs basis throughout the assignment to monitor progress.

•The consultant will be supported by our client team and Operations Team in the Country Office as needed to facilitate his/her work.

•The consultant will need to engage with our client Agencies in our client, the German Embassy, security guards, service providers, JTV management and others as deemed relevant.

•Our client reserves the right to commission additional inputs, reviews, or revisions, as needed to ensure the quality and relevance of the work, if deemed necessary.

Supervisor Client Admin. Associate

•Achieve Results: Plans and monitors own work, pays attention to details, delivers quality work by deadline.

•Think Innovatively: Open to creative ideas/known risks, is a pragmatic problem solver, makes improvements.

•Learn Continuously: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.

•Adapt with Agility: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.

•Act with Determination: Shows drive and motivation, able to deliver calmly in the face of adversity, confident.

•Engage and Partner: Demonstrates compassion/understanding towards others, forms positive relationships.

•Enable Diversity and Inclusion: Appreciates/respects differences, aware of      unconscious bias, confronts discrimination.

•Building, Facilities & Office Space Management: Knowledge of facility management; ability to coordinate routine preventive maintenance, repairs and services for premises, and to monitor the quality of essential services such as power supply and water systems.

•Assets Management: Knowledge of policy and procedures on property, plant and equipment; ability to support physical inventory verification and to maintain accurate asset and equipment records.

•Documents and Records Management: Overall document and records management, including registry and filing of requests, interventions and follow-ups, and accurate data entry on SharePoint.

•IT Customer Support: Ability to provide first-level support to users, diagnose and resolve basic hardware, software and network issues, and escalate complex issues as required.

•Customer Satisfaction/Client Management: Ability to respond timely and      appropriately to the needs of our client residents, our client agencies and other clients, and to anticipate them.

None for this position

Deliverables

The Consultant would be expected to provide monthly attendance records and progress reports, on a regular and needs basis throughout the assignment, outlining the following:

•Timely logging and follow-up of maintenance and basic IT support requests.

•Updated inventory records for facilities and office equipment.

•Routine reporting of issues, actions taken and pending items.

•Support to ensure operational readiness of compound facilities and services.